Keep the message short, include the invoice link and ask for a specific next step. These three templates cover an upcoming due date, an overdue invoice and a later follow-up.
Check your bank records and recorded payments, confirm the billing contact and use the remaining balance after any deposit. Replace every bracketed placeholder below. Avoid including bank details in an old email thread if the invoice link already contains the current instructions.
If a client disputes the invoice, address that question before repeating the same reminder. Agreeing a payment date is more useful than sending increasingly frequent messages.
Before the invoice is due
A short reminder shortly before the agreed due date.
Subject: Reminder: invoice [number] is due on [date]
Hi [client name],
A quick reminder that invoice [number] for [work] is due on [date]. The remaining balance is [currency and amount].
You can view the invoice and payment instructions here: [invoice link]
If you've already paid, thank you. Please send the payment reference so I can update the invoice.
Best,
[your name / business]
When payment is overdue
Use after the due date, once you have checked for payments received.
Subject: Payment follow-up: invoice [number]
Hi [client name],
I'm following up on invoice [number], which was due on [date]. My records show a remaining balance of [currency and amount].
Here's the invoice: [invoice link]
Could you confirm when payment will be made? If there's a question about the invoice, let me know so we can resolve it.
If you've already paid, please share the payment reference and I'll update my records.
Thank you,
[your name / business]
A later follow-up with a clear request
After an earlier reminder has gone unanswered; adapt the timing to your client relationship.
Subject: Please confirm a payment date for invoice [number]
Hi [client name],
I'm checking in again about invoice [number] for [work]. The balance of [currency and amount] was due on [date].
Please confirm a payment date by [reply date], or let me know if something is preventing payment.
Invoice and payment instructions: [invoice link]
If you've already paid, please send the reference so I can reconcile it.
Regards,
[your name / business]
A shorter WhatsApp reminder
Hi [client name], a quick follow-up on invoice [number], due [date]. The remaining balance is [currency and amount]. You can view it here: [invoice link]. Could you confirm a payment date? If you've already paid, please send the reference. Thank you.
If you send reminders regularly, theHinvoicer Pro can email them before and after an invoice's due date. Reminders run on weekdays, at most once every two days per client, and owners receive a heads-up first. Mark received payments before a reminder is sent so the invoice stays accurate.