Quick answer
The fastest way to get an overdue invoice paid is a short, professional email that states the invoice number, amount, and due date, includes your bank details, and asks for one clear next step. Use a friendly reminder on day 1 overdue, a firmer follow-up around day 7, and a final notice at day 14–21. The four copy/paste templates below cover the whole sequence, plus a thank-you that keeps the relationship warm once they pay.
The rules that make a reminder work
- Put the facts in the subject line. Invoice number, amount, and status. A specific subject is harder to ignore.
- Repeat the bank details every time. Never make the client hunt for how to pay. Friction is the most common reason invoices sit unpaid.
- Don’t apologise. You delivered the work; payment is the agreed return. Be warm, not sorry.
- Always give one next step. “Can you confirm a payment date by Friday?” beats “Let me know.”
Template 1: Friendly first reminder (day 1 overdue)
Send this the morning after the due date. A one-day-late reminder signals you track your invoices closely — which itself encourages on-time payment next time.
Subject: Invoice #0042 ($1,250) — gentle reminder Hi [Client name], A quick reminder that invoice #0042 for $1,250 was due yesterday. It may have slipped through — if so, no problem, just process it whenever suits. Bank details for reference: Account name: [Your business] BSB: [BSB] Account: [Number] Reference: INV-0042 Thanks so much, [Your name]
Template 2: Firm second reminder (day 7 overdue)
A week late and still nothing. Drop the “may have slipped through” framing and ask for a specific commitment.
Subject: Invoice #0042 ($1,250) — now 7 days overdue Hi [Client name], Following up on invoice #0042 for $1,250, now 7 days overdue. I haven't received payment yet — could you let me know either: 1. The date payment will be made, or 2. Whether there's an issue I should know about? Bank details for reference: Account name: [Your business] BSB: [BSB] Account: [Number] Reference: INV-0042 Appreciate a reply by Friday. Thanks, [Your name]
Template 3: Final notice (day 14–21 overdue)
Two to three weeks late. This message changes register — polite, but it signals consequences. Keep a copy; if the matter escalates, this is your paper trail.
Subject: FINAL NOTICE — Invoice #0042 now 14 days overdue Hi [Client name], This is a formal notice that invoice #0042 for $1,250, issued on [date] and due on [due date], remains unpaid 14 days past its due date. Please arrange payment by [date — give 7 calendar days]. If payment isn't received by then, I'll need to pause any current work and may refer the matter for collection, with reasonable recovery costs added to the balance. I'd much rather resolve this directly — please call me on [phone] if you'd like to arrange a payment plan. Bank details: Account name: [Your business] BSB: [BSB] Account: [Number] Reference: INV-0042 Regards, [Your name]
Template 4: Thank-you after payment
Underrated. A quick thank-you confirms receipt, closes the loop cleanly, and makes the next invoice easier to send. It costs nothing and protects the relationship.
Subject: Payment received — thank you (Invoice #0042) Hi [Client name], Just confirming I've received payment for invoice #0042 — thank you! It's a pleasure working with you, and I'll be in touch about [next project / next month's invoice]. Cheers, [Your name]
Want these sent automatically?
Remembering to send three reminders per overdue invoice across a dozen clients is exactly the kind of admin that slips. Free Invoice App can send the whole sequence on a schedule you set — using your own wording or the built-in templates — so reminders go out on time without you lifting a finger. You only step in if a client replies.
Automatic reminders are a Pro feature (A$5/month). Get started free on Starter (7 sends/month), or see Pro for automated reminders, scheduled sending, and recurring invoices.
Frequently asked questions
How do I politely ask for an overdue payment?
Keep it short and factual. State the invoice number, amount, and original due date, include your bank details, and give one clear next step. Don’t apologise for chasing payment — it’s a normal part of business.
How many payment reminders should I send?
Three: a friendly reminder on day 1 overdue, a firmer follow-up around day 7, and a formal final notice at day 14–21. Most invoices clear at the first or second stage.
What subject line gets an overdue invoice paid?
Put the invoice number, amount, and status in the subject line, e.g. “Invoice #0042 ($1,250) — now 7 days overdue”. Specific subjects are harder to ignore.
Should I send reminders manually or automate them?
Automating means reminders go out on time, every time. Free Invoice App can send the whole sequence on a schedule you set, so you only get involved when a client replies.