Templates
The whole sequence, ready to send.
Seven emails that take an invoice from three days before due to a final notice, plus the reply to send when a client disputes. Every one fits on a phone screen.
- 013 days before due
Upcoming invoice reminder
Send three business days before the due date on any invoice large enough that you would notice it being late.
Subject: Invoice [#1234] for $[amount] is due [date]
- 021 day past due
Friendly payment reminder
Send the first business day after the due date, on every overdue invoice, every time.
Subject: Invoice [#1234] for $[amount], due [date]
- 037 days past due
Direct follow-up
Send a week after the due date if the friendly reminder got no payment and no reply.
Subject: Following up: invoice [#1234], $[amount]
- 0421 days past due
Firm request for a payment date
Send three weeks past due when earlier notes have gone unanswered.
Subject: Invoice [#1234] is 3 weeks past due
- 0545 days past due
Escalation to a decision maker
Send at 45 days, copying someone senior on the client side, when the firm request got no date.
Subject: Invoice [#1234]: $[amount], 45 days past due
- 0660+ days past due
Final notice
Send after the escalation deadline passes, stating exactly what happens next and when.
Subject: Final notice: invoice [#1234], $[amount]
- 07Any stage, on reply
Response to an invoice dispute
Send the same day a client questions or disputes any part of an invoice, after pausing reminders on it.
Subject: Re: Invoice [#1234], your question on [line item]
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