Send the first invoice reminder 7 days before the due date and a second on the due date. Then follow up at 3, 7, 14 and 30 days overdue, getting firmer each time and adding a text message once two emails go unanswered. Every reminder needs the invoice number, amount, due date and a payment link. At 30 days, escalate to a more senior contact. At 45 days, send a final notice that states exactly what happens next.
An invoice reminder is a short email or text that tells a customer an invoice is due soon or overdue, restates the invoice number, amount and due date, and gives them a one click way to pay. The reminders that work are sent on a fixed schedule and get firmer, and switch channels, as the invoice ages.
This guide gives you 14 copy ready invoice reminder templates, 9 emails and 5 text messages, covering every stage from 7 days before the due date to the final notice. You also get a voicemail script, the schedule to send them on, subject lines, and what to send when a customer disputes the invoice or asks for a payment plan. They follow the same escalation logic Yonovo uses when it runs collections for B2B finance teams.
The invoice reminder schedule
Most late payments are not refusals. The invoice is sitting in someone's inbox, waiting on an approval, or missing a PO number. A reminder schedule fixes that by making sure every invoice gets the same follow up, at the same points, whether or not anyone on your team remembers.
| When | Channel | Tone | Template |
|---|---|---|---|
| 7 days before due | Friendly heads up | Email 1 | |
| Due date | Clear and short | Email 2 | |
| 3 days overdue | Assumes an oversight | Email 3 | |
| 7 days overdue | Email and text | Specific | Email 4, Text 1 |
| 14 days overdue | Email and text | Firm and factual | Email 5, Text 2 |
| 21 days overdue | Phone call and text | Direct | Voicemail script, Text 3 |
| 30 days overdue | Email to a senior contact and text | Escalation | Email 6, Text 4 |
| 45 days overdue | Final notice by email and text | Formal | Email 7, Text 5 |
Adjust for your payment terms. On Net 30 the schedule above works as written. On Net 60 or Net 90, send the first reminder 10 to 14 days before the due date. Larger customers run invoices through approval workflows, and the reminder before the due date is your chance to find out the invoice is stuck before it becomes late.
What every invoice reminder should include
A reminder that makes the customer go looking for information gets ignored. Every email and text should carry:
- The invoice number in the subject line and the body
- The amount due, or the remaining balance if the customer paid part of it
- The due date, or how many days overdue the invoice is
- A direct payment link that opens the invoice ready to pay, with no login
- A copy of the invoice attached to emails
- The PO number or reference the customer's payables team needs to match it
- A real person to reply to, never a no reply address
Invoice reminder email templates
Copy these, swap in your details, and keep them short. Each one is written to be read on a phone in under 20 seconds.
Email 1: Friendly reminder, 7 days before the due date
Subject: Invoice #[number] for $[amount] is due [date]
Hi [first name],
A quick heads up that invoice #[number] for $[amount] is due on [date]. I've attached a copy, and you can pay online here: [payment link].
If your team needs a PO number, a tax form or anything else to get this approved, reply here and I'll send it today.
Thanks, [your name]
Why it works: it is the most effective reminder in the sequence because it arrives before anything has gone wrong. Offering the PO number and paperwork up front catches the invoices that would otherwise sit in an approval queue past the due date.
Email 2: Due date reminder
Subject: Due today: invoice #[number] for $[amount]
Hi [first name],
Just a reminder that invoice #[number] for $[amount] is due today. You can pay here: [payment link].
If payment is already on its way, thank you, and please ignore this note.
Thanks, [your name]
Why it works: organized payers run payments on the due date. This catches them, and the last line keeps it friendly for anyone who already paid.
Email 3: Gentle reminder, 3 days overdue
Subject: Invoice #[number] for $[amount] is now past due
Hi [first name],
I'm following up on invoice #[number] for $[amount], which was due on [date]. It may have slipped through, so here is the payment link again: [payment link].
Could you let me know when we should expect payment?
Thanks, [your name]
Why it works: asking for a date turns a reminder into a commitment. Once the customer replies with a date, your next message is a check on their promise rather than another chase.
Email 4: Past due invoice email, 7 days overdue
Subject: Overdue: invoice #[number] for $[amount], due [date]
Hi [first name],
Invoice #[number] for $[amount] is now 7 days past due. I haven't seen a payment or a reply yet, so I want to make sure nothing is holding it up.
Is there a problem with the invoice, or is it waiting on an approval? I'm happy to resend it to whoever handles payables on your side.
You can pay here: [payment link]
Thanks, [your name]
Why it works: it gives the customer an easy way to tell you what is wrong. At 7 days, the most common answer is a problem with the invoice or the wrong recipient, not an unwillingness to pay.
Email 5: Firm reminder, 14 days overdue
Subject: Action required: invoice #[number] is 14 days overdue
Hi [first name],
This is my third note about invoice #[number] for $[amount], which is now 14 days past due. Please arrange payment by [date, 5 business days from now] using this link: [payment link].
Under our terms, late fees of [rate] apply to balances more than [number] days overdue. If you need to split the balance into installments, reply and we can agree on a plan.
[your name]
Why it works: it sets a specific deadline and names the consequence, while offering a way out. Only mention late fees if they are written into your contract or payment terms.
Email 6: Escalation email, 30 days overdue
Send this to a more senior contact, such as the controller, finance manager or owner, and copy your original contact.
Subject: Invoice #[number] for $[amount] is 30 days past due
Hello [name],
I'm reaching out because invoice #[number] for $[amount], due on [date], is now 30 days past due. We've contacted [original contact] [number] times since [date] and haven't been able to resolve it.
I'd appreciate your help getting this paid by [date]. If there's a dispute or an issue on your side, I'd like to hear about it so we can fix it.
Payment link: [payment link]
[your name], [title]
Why it works: the senior contact often does not know the invoice is late. A factual note with the history attached usually gets it moving faster than a sixth email to the same inbox. For more on choosing who sends what, see who invoice reminders should come from.
Email 7: Final notice, 45 days overdue
Subject: Final notice: invoice #[number] for $[amount]
Hello [name],
Invoice #[number] for $[amount] is now 45 days past due, and we have not received payment or a response to our last [number] messages.
If we do not receive payment or hear from you by [date], we will [place the account on credit hold / pause further orders / refer the balance to a collections agency], as set out in our terms.
We would much rather resolve this directly. You can pay here: [payment link], or call me at [phone].
[your name], [title]
Why it works: it states exactly what happens next and when. Only name a consequence you will actually carry out. If you are weighing the next step, read our guides on the dunning letter and when to send invoices to collections.
Email 8: Payment plan confirmation
Subject: Payment plan for invoice #[number]
Hi [first name],
Thanks for working this out with me. To confirm, we agreed that the $[amount] balance on invoice #[number] will be paid in [number] installments of $[amount] on [dates].
I'll hold off on other reminders for this invoice while the plan is on track, and I'll send a short note a few days before each payment. Here's the payment link: [payment link].
Thanks, [your name]
Why it works: it puts the agreement in writing and tells the customer the reminders will stop, which is the part they care about. Then make sure they actually do stop.
Email 9: When a customer raises a question or dispute
Subject: Re: invoice #[number]
Hi [first name],
Thanks for flagging this. I've paused reminders on invoice #[number] while we look into [the issue you raised]. I'll come back to you by [date] with an answer.
If part of the invoice isn't in question, you're welcome to pay that portion now: [payment link].
Thanks, [your name]
Why it works: nothing damages a customer relationship faster than an automated "your invoice is overdue" email arriving the day after they told you the invoice is wrong. Pause, answer, and collect the undisputed part. If the customer paid less than the invoice total, our guide to short pays and deduction management covers what to do next.
Invoice reminder text message templates
Texts get read quickly, which makes them the right second channel once two or three emails have gone unanswered. Keep each one under 160 characters, lead with your company name, and include the payment link every time.
Text 1, 7 days overdue:
[Company]: Hi [name], invoice #[number] for $[amount] was due [date]. Pay here: [link]. Questions? Just reply to this text.
Text 2, 14 days overdue:
[Company]: Invoice #[number] ($[amount]) is now 14 days overdue. Please pay by [date]: [link]
Text 3, 21 days overdue, after a call:
[Company]: I just tried calling about invoice #[number] ($[amount]). Please call me back at [phone] or pay here: [link]
Text 4, 30 days overdue:
[Company]: Invoice #[number] ($[amount]) is 30 days past due. Please pay or reply today so we can resolve it: [link]
Text 5, final notice:
[Company]: Final notice for invoice #[number] ($[amount]). Without payment by [date] the account goes on credit hold. Pay: [link]
Only text customers who agreed to receive texts from you. In the United States, the TCPA and carrier rules require consent for automated business texts, and each message should give the recipient a way to opt out, for example "Reply STOP to opt out". The simplest fix is a texting consent line on your credit application or customer onboarding form. Send texts during the customer's business hours and never more than one a day.
For the strategy behind mixing channels, see our guide on multi channel payment chasing.
Voicemail script for 21 days overdue
A call tells the customer the invoice has moved from routine to serious, without any change in tone. Most calls go to voicemail, so keep it under 30 seconds and pair it with Text 3.
Hi [name], this is [your name] from [company]. I'm calling about invoice #[number] for $[amount], which was due on [date]. I'm texting you the payment link right after this call. If something is holding it up, please call me back at [phone]. Thanks.
If calling every overdue account is not realistic for your team, AI phone calls for collections can make these calls for you.
Invoice reminder subject lines by stage
The subject line decides whether the email gets opened. Put the invoice number and amount in every one so the customer can find the invoice by searching their inbox.
- Before due: Invoice #[number] for $[amount] is due [date]
- Due date: Due today: invoice #[number] for $[amount]
- 3 days overdue: Invoice #[number] for $[amount] is now past due
- 7 days overdue: Overdue: invoice #[number] for $[amount], due [date]
- 14 days overdue: Action required: invoice #[number] is 14 days overdue
- 30 days overdue: Invoice #[number] for $[amount] is 30 days past due
- Final notice: Final notice: invoice #[number] for $[amount]
Friendly vs firm: what to say at each stage
The hard part of invoice reminders is getting firmer without damaging the relationship. The fix is to change the facts you state, not the emotion.
| Stage | Say | Avoid |
|---|---|---|
| Before due to 7 days overdue | "A quick heads up", "in case this slipped through", "let me know if anything looks off" | "You failed to pay", "as per my last email" |
| 14 to 21 days overdue | "Please arrange payment by [date]", "this is my third note", "under our terms" | "Sorry to bother you", "whenever you get a chance" |
| 30 days and later | "I'd like to resolve this directly", "if we don't hear from you by [date], we will..." | Threats you won't carry out, all caps, "URGENT" |
Segment your customers. Key accounts deserve a personal call from their account manager before any automated escalation. New customers with no payment history deserve closer attention than a customer who has paid on time for five years. The templates are a baseline, not a script to run identically for everyone.
When to switch channels
After two or three unanswered emails, add a text. The customer is either not reading email or has filed yours away. A text reaches them through a different path.
After texts go unanswered, call. A phone call signals that the invoice has become a priority, without harsher wording.
After 30 days, change the contact. If the person you have been reaching is not responding, go to their manager or the finance lead. They may not know the invoice is late.
Why switching works: different people watch different channels. An operations manager may ignore email until the end of the day but answer a text within minutes. A controller may ignore texts but read every email. More channels means more chances of reaching the person who can actually release the payment.
Common invoice reminder mistakes
Chasing invoices that are already paid. Nothing erodes trust faster. If your reminders do not check your accounting system for payments first, you will eventually thank a customer for their business by telling them they owe you money.
Chasing invoices that are in dispute. When a customer questions an invoice, stop the automated sequence for that invoice until the question is answered. See Email 9.
Using a no reply address. Customers reply to reminders with questions, remittance details and payment dates. Those replies need to reach a person.
Forgetting the payment link. Every reminder should get the customer to a payment page in one click, without a portal login.
Skipping the reminder before the due date. Without it, your first contact is already "your invoice is overdue", and you lose the chance to fix approval problems in time.
Ignoring payment terms. A Net 90 customer on a Net 30 reminder schedule gets chased before the invoice is even due.
How to automate invoice reminders
Sending this sequence by hand works for a handful of invoices. Past that, reminders go out late, channels do not get switched, and some invoices get chased twice while others are never chased at all. You have three ways to automate it.
| Option | Good for | Limits |
|---|---|---|
| Reminders built into QuickBooks Online or Xero | A small number of invoices and simple email nudges | Email only, the same message for every customer, and they keep sending after a customer replies or disputes |
| Workflow tools such as Zapier | Teams with someone who can build and maintain automations | You own the logic, and it breaks quietly when a step fails |
| Collections software such as Yonovo | B2B teams with dozens or hundreds of open invoices | A monthly cost, and it needs a connection to your accounting system |
Yonovo's collections software runs the sequence in this guide for you:
- Connects to your accounting system, including QuickBooks Online, Xero, NetSuite and Sage, and pulls in every open invoice
- Sends as your company, so reminders read like they came from your finance team, not a collection agency
- Writes each message from the customer's context, such as payment history and past replies, instead of one template for everyone
- Switches channels on your rules, from email to text to AI phone call
- Stops when an invoice is paid, because payments sync back from your accounting system
- Pauses on disputes and partial payments, and hands them to your team with a drafted reply to review
Troyes Canada, a wholesale distributor on QuickBooks, went from no collections process to fully automated reminders in a single day. Customers who used to take 60 or more days to pay started paying within 30 to 40 days, and not one customer complained about the outreach. Read the Troyes case study. TDG Inc. cut manual follow ups by 80% and reduced DSO by 15 days within 90 days. Read the TDG case study.
Put this reminder sequence on autopilot
Yonovo sends your invoice reminders by email, text and phone, and stops the moment an invoice is paid.
If you are comparing tools, see our roundup of the best AR automation software, or read how accounts receivable automation software fits into a finance team's workflow.
Frequently Asked Questions
What is an invoice reminder?
An invoice reminder is a short email or text message that tells a customer an invoice is coming due or is overdue. It restates the invoice number, amount and due date and gives the customer a direct way to pay. Businesses usually send a sequence of reminders that gets firmer, and moves to other channels, as the invoice ages.
When should you send the first invoice reminder?
Send the first reminder about 7 days before the due date. It works as a courtesy notice, gives the customer time to schedule payment, and surfaces problems such as a missing PO number or an unapproved invoice while there is still time to fix them. On Net 60 or Net 90 terms, send it 10 to 14 days before the due date, because larger customers run longer approval cycles.
How many days after the due date should you send a reminder?
Send the first overdue reminder 3 days after the due date, then follow up at 7, 14 and 30 days overdue. Add a text message once two emails go unanswered, try a phone call around 21 days, escalate to a more senior contact at 30 days, and send a final notice at 45 days.
How do you politely remind someone to pay an invoice?
Assume an oversight rather than bad intent. Use phrases like 'just a quick heads up' or 'in case this slipped through', restate the invoice number, amount and due date, include the payment link, and ask when you can expect payment. Asking for a date is polite and gets you a commitment you can follow up on.
What should an invoice reminder email include?
Every invoice reminder should include the invoice number, the amount due, the due date or the number of days overdue, a direct payment link, a copy of the invoice, any PO number or reference the customer's payables team needs, and a real person the customer can reply to. Put the invoice number and amount in the subject line.
What should an invoice reminder text message say?
Keep it under 160 characters and include your company name, the invoice number, the amount, and a short payment link. For example: 'Acme Co: Invoice #1042 for $2,450 is 14 days overdue. Please pay by May 30: [link]'. Lead with the company name so the text is not mistaken for spam, only text customers who agreed to receive texts, and never send more than one text a day.
How many invoice reminders should you send before escalating?
Three emails is usually enough before you change something. If the reminder before the due date, the due date reminder and the 3 day overdue reminder all go unanswered, add a text message. If texts go unanswered, call. After 30 days, escalate to a more senior contact rather than sending more of the same.
Can QuickBooks or Xero send automatic invoice reminders?
Yes. QuickBooks Online and Xero both include automatic invoice reminders that send an email on set days before or after the due date. They work well for simple cases. They send email only, send the same message to every customer, and do not stop when a customer replies with a question or disputes the invoice. Collections software such as Yonovo adds text and phone follow up, pauses on replies and disputes, and stops the moment payment syncs from your accounting system.
Can you automate invoice reminders?
Yes. You can use the basic reminders built into your accounting software, build a workflow with a tool like Zapier, or use collections software. Yonovo connects to QuickBooks Online, Xero, NetSuite or Sage, sends reminders by email, text and AI phone call on the schedule you set, writes each message using the customer's payment history, and hands disputes and partial payments to your team instead of sending another reminder.
