Chasing after overdue payments is a frustrating but necessary part of running a business. Using a professional and courteous late invoice template can significantly improve your chances of getting paid promptly without damaging client relationships. These templates provide a clear and concise reminder of the outstanding balance, due date, and payment options. This article provides useful templates to send to clients so payments can be received on time.
A well-crafted late invoice template isn’t just about stating the obvious. It’s about maintaining professionalism while reinforcing the importance of timely payment. It should include the original invoice number and date, the amount due, and a clear call to action. Consider offering a brief explanation of the potential consequences of continued non-payment, such as late fees or suspension of services. Keep the tone polite and professional, even when sending the second or third reminder.
Different situations call for different approaches. The first late invoice reminder should be gentle and assume the oversight was unintentional. Subsequent reminders can be more assertive, while still maintaining a professional tone. Consider implementing a tiered system: a friendly reminder first, followed by a formal notice, and finally, a statement outlining potential legal action. Each template shown below can be easily adjusted to meet your company’s needs.
To help you streamline the payment process, we’ve provided a collection of late invoice templates. These samples are designed to be easily customizable, allowing you to tailor them to your specific needs and maintain a professional image throughout the recovery process. Adapt the wording to align with your company’s brand voice. Remember, consistency and clarity are key to getting paid on time.
Sample Late Invoice Templates
Template 1: Gentle Reminder (First Notice)
Subject: Friendly Reminder: Invoice [Invoice Number] Due
Dear [Client Name],
This is a friendly reminder that invoice [Invoice Number] for [Amount Due], which was due on [Due Date], is now overdue.
You can view the invoice details here: [Link to Invoice]
If you have already made the payment, please disregard this email. If not, we would appreciate it if you could arrange payment as soon as possible.
Please let us know if you have any questions.
Thank you,
[Your Name/Company Name]
Template 2: Second Notice (Slightly More Firm)
Subject: Important: Overdue Invoice [Invoice Number]
Dear [Client Name],
We are writing to remind you again about overdue invoice [Invoice Number] for [Amount Due], which was due on [Due Date]. We sent a previous reminder on [Date of First Reminder].
You can view the invoice details here: [Link to Invoice]
Please make payment at your earliest convenience. Our payment options are: [List Payment Options].
Please contact us immediately if you have any questions or concerns regarding this invoice.
Sincerely,
[Your Name/Company Name]
Template 3: Final Notice (Serious)
Subject: Final Notice: Overdue Invoice [Invoice Number] – Immediate Action Required
Dear [Client Name],
This is a final notice regarding overdue invoice [Invoice Number] for [Amount Due], originally due on [Due Date]. Despite previous reminders, payment has not been received.
Please submit a payment withing 7 days of receiving this letter. Failure to do so might result in a loss of services and/or legal actions.
If you have any questions regarding this invoice contact our office immediatelly.
Sincerely,
[Your Name/Company Name]
Template 4: Invoice Attached (First Notice)
Subject: Friendly Reminder: Invoice [Invoice Number] Due
Dear [Client Name],
This is a friendly reminder that invoice [Invoice Number] for [Amount Due], which was due on [Due Date], is now overdue. You will find the invoice as an attachment to this email.
If you have already made the payment, please disregard this email. If not, we would appreciate it if you could arrange payment as soon as possible.
Please let us know if you have any questions.
Thank you,
[Your Name/Company Name]
Template 5: Payment Plan (First Notice)
Subject: Friendly Reminder: Invoice [Invoice Number] Due
Dear [Client Name],
This is a friendly reminder that invoice [Invoice Number] for [Amount Due], which was due on [Due Date], is now overdue.
We understand that circumstances can sometimes make it difficult to make payments on time. We are happy to work on a payment plan with you.
Please contact us if you have any questions.
Thank you,
[Your Name/Company Name]
Template 6: Late Fee (First Notice)
Subject: Friendly Reminder: Invoice [Invoice Number] Due
Dear [Client Name],
This is a friendly reminder that invoice [Invoice Number] for [Amount Due], which was due on [Due Date], is now overdue. A late fee of [Late Fee Amount] will be added to the invoice.
If you have already made the payment, please disregard this email. If not, we would appreciate it if you could arrange payment as soon as possible.
Please let us know if you have any questions.
Thank you,
[Your Name/Company Name]
Template 7: Offer Discount (First Notice)
Subject: Friendly Reminder: Invoice [Invoice Number] Due
Dear [Client Name],
This is a friendly reminder that invoice [Invoice Number] for [Amount Due], which was due on [Due Date], is now overdue. We can offer a [discount percentage]% discount if you pay within the next [number] days.
If you have already made the payment, please disregard this email. If not, we would appreciate it if you could arrange payment as soon as possible.
Please let us know if you have any questions.
Thank you,
[Your Name/Company Name]
Template 8: Suspend Services (First Notice)
Subject: Friendly Reminder: Invoice [Invoice Number] Due
Dear [Client Name],
This is a friendly reminder that invoice [Invoice Number] for [Amount Due], which was due on [Due Date], is now overdue. We will have to suspend services if payment is not received within [number] days.
If you have already made the payment, please disregard this email. If not, we would appreciate it if you could arrange payment as soon as possible.
Please let us know if you have any questions.
Thank you,
[Your Name/Company Name]
Template 9: Detailed Invoice (First Notice)
Subject: Friendly Reminder: Invoice [Invoice Number] Due
Dear [Client Name],
This is a friendly reminder that invoice [Invoice Number] for [Amount Due], which was due on [Due Date], is now overdue. Please take a look at the detailed invoice below.
[Include detailed invoice information]
If you have already made the payment, please disregard this email. If not, we would appreciate it if you could arrange payment as soon as possible.
Please let us know if you have any questions.
Thank you,
[Your Name/Company Name]
Template 10: Include Contact Information (First Notice)
Subject: Friendly Reminder: Invoice [Invoice Number] Due
Dear [Client Name],
This is a friendly reminder that invoice [Invoice Number] for [Amount Due], which was due on [Due Date], is now overdue.
If you have already made the payment, please disregard this email. If not, we would appreciate it if you could arrange payment as soon as possible.
You can reach us at [phone number] or [email address] if you have any questions.
Thank you,
[Your Name/Company Name]
Template 11: Acknowledge Receipt (First Notice)
Subject: Friendly Reminder: Invoice [Invoice Number] Due
Dear [Client Name],
This is a friendly reminder that invoice [Invoice Number] for [Amount Due], which was due on [Due Date], is now overdue.
If you have already made the payment, please acknowledge receipt of this email. If not, we would appreciate it if you could arrange payment as soon as possible.
Please let us know if you have any questions.
Thank you,
[Your Name/Company Name]
Template 12: Check In (First Notice)
Subject: Friendly Reminder: Invoice [Invoice Number] Due
Dear [Client Name],
This is a friendly reminder that invoice [Invoice Number] for [Amount Due], which was due on [Due Date], is now overdue. We wanted to check in and see how everything is going.
If you have already made the payment, please disregard this email. If not, we would appreciate it if you could arrange payment as soon as possible.
Please let us know if you have any questions.
Thank you,
[Your Name/Company Name]
Template 13: Quickbooks Link (First Notice)
Subject: Friendly Reminder: Invoice [Invoice Number] Due
Dear [Client Name],
This is a friendly reminder that invoice [Invoice Number] for [Amount Due], which was due on [Due Date], is now overdue. Here is a link to pay via Quickbooks. [Quickbooks Link]
If you have already made the payment, please disregard this email. If not, we would appreciate it if you could arrange payment as soon as possible.
Please let us know if you have any questions.
Thank you,
[Your Name/Company Name]
Template 14: Mention Previous Conversation (First Notice)
Subject: Friendly Reminder: Invoice [Invoice Number] Due
Dear [Client Name],
This is a friendly reminder that invoice [Invoice Number] for [Amount Due], which was due on [Due Date], is now overdue. Per our conversation on [date], we are awaiting payment.
If you have already made the payment, please disregard this email. If not, we would appreciate it if you could arrange payment as soon as possible.
Please let us know if you have any questions.
Thank you,
[Your Name/Company Name]
Template 15: Thank You (First Notice)
Subject: Friendly Reminder: Invoice [Invoice Number] Due
Dear [Client Name],
This is a friendly reminder that invoice [Invoice Number] for [Amount Due], which was due on [Due Date], is now overdue. Thank you for your business, we appreciate your hard work and dedication to our success!
If you have already made the payment, please disregard this email. If not, we would appreciate it if you could arrange payment as soon as possible.
Please let us know if you have any questions.
Thank you,
[Your Name/Company Name]
Using late invoice templates is crucial for managing cash flow and ensuring your business receives timely payments. By maintaining a professional tone and clearly communicating payment expectations, you can encourage clients to settle their accounts promptly, thereby avoiding potential financial strain and preserving valuable business relationships.
