Late Payments Are Normal (But Shouldn’t Be Ignored)
If you’ve been in business for any length of time, you’ve dealt with a late payment. It’s frustrating, but it’s also incredibly common. The key is to have a system for following up — one that’s firm, professional, and consistent.
When to Follow Up
A good follow-up timeline looks like this:
- 3 days before due date — A friendly reminder that payment is coming up
- On the due date — A polite note that payment is now due
- 7 days overdue — A firmer reminder with the invoice attached
- 14 days overdue — A direct follow-up requesting immediate payment
- 30+ days overdue — A final notice before escalation
Email Templates You Can Use
Friendly Reminder (Before Due Date)
Subject: Upcoming invoice #[NUMBER] — due [DATE]
Hi [Name],
Just a quick heads-up that invoice #[NUMBER] for [AMOUNT] is due on [DATE]. I’ve attached it again for your convenience.
Please let me know if you have any questions.
Thanks!
Polite Nudge (7 Days Overdue)
Subject: Invoice #[NUMBER] — now overdue
Hi [Name],
I wanted to follow up on invoice #[NUMBER] for [AMOUNT], which was due on [DATE]. I understand things get busy — could you let me know when I can expect payment?
I’ve reattached the invoice for reference.
Thank you.
Firm Follow-Up (14 Days Overdue)
Subject: Payment required — Invoice #[NUMBER]
Hi [Name],
Invoice #[NUMBER] for [AMOUNT] is now 14 days past due. I’d appreciate it if you could arrange payment at your earliest convenience.
If there’s an issue with the invoice or if you’d like to discuss payment arrangements, please let me know.
Thank you.
Final Notice (30+ Days Overdue)
Subject: Final notice — Invoice #[NUMBER]
Hi [Name],
This is a final reminder regarding invoice #[NUMBER] for [AMOUNT], which is now [X] days overdue. I kindly request payment within the next 7 days.
If I don’t hear from you, I may need to explore other options for collecting this payment.
Please get in touch if you’d like to discuss this.
Regards.
Tips for Better Results
- Always stay professional. No matter how frustrated you are, keep your tone business-like. Burning a bridge rarely helps you get paid.
- Attach the invoice every time. Make it as easy as possible for them to pay. Don’t make them dig through their email.
- Pick up the phone. Sometimes a quick call resolves things faster than a chain of emails. Invoices get lost; a phone call cuts through.
- Document everything. Keep a record of every follow-up. If it ever escalates, you’ll need a clear paper trail.
- Don’t wait too long. The longer an invoice goes unpaid, the less likely you are to collect it.
Let Automation Do the Heavy Lifting
Manually tracking due dates and sending reminders takes time you don’t have. Fastbooks can automatically send payment reminders at intervals you define, so you never have to remember to follow up. Your clients get timely, professional reminders while you stay focused on your work.