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Invoice Follow-Up Templates (Day 1/3/7/14)

Invoice follow-upDay 1/3/7/14Payment reminders

A sequence of follow-up messages for overdue invoices.

For teams chasing late payments without being pushy.

Next: Whether you need automated reminders or better invoicing workflows.

Copy/paste template

Invoice Follow-Up Templates (Day 1/3/7/14)

  • - Day 1 (Friendly reminder):
  • - Hi [Name], just checking in on invoice [#] for [job type] on [date]. Here's the link to pay: [link]. Let me know if you have questions.
  • -
  • - Day 3 (Payment options):
  • - Hi [Name], following up on invoice [#]. We can take card, ACH, or check. Payment link: [link]. If you need a different payment plan, let me know.
  • -
  • - Day 7 (Firm but fair):
  • - Hi [Name], invoice [#] is now [X] days past due. Please pay by [date] to avoid late fees. Payment link: [link]. If you need help, call me at [number].
  • -
  • - Day 14 (Final notice):
  • - Hi [Name], invoice [#] is [X] days past due. Please pay by [date] or we may need to pause service. Payment link: [link]. Call me at [number] if you need to discuss.

How to customize

Replace placeholders:

  • [Name] → Customer or tech name
  • [time] → Arrival time (e.g., "2:00 PM" or "in 30 minutes")
  • [link] → Job link or tracking URL

Avoid these mistakes:

  • Don't use overly aggressive language (e.g., "URGENT: Payment due now!")
  • Don't use confusing abbreviations or jargon
  • Don't make promises you can't keep (e.g., "We'll be there in 10 minutes" if it's not realistic)

How to use it

  1. Send Day 1 reminder 1 day after invoice due date.
  2. Send Day 3 reminder if payment isn't received.
  3. Send Day 7 reminder with late fee notice (if you enforce late fees).
  4. Send Day 14 final notice before taking action.
  5. Stop the sequence once payment is received.
  6. Track which customers respond to which message.

Common tweaks

  • Adjust the timing based on your payment terms (net 30 vs. due on receipt).
  • Add late fee language only if you enforce late fees.
  • Offer payment plans for larger balances.
  • Use email for Day 1 and 3, text for Day 7 and 14.
Back to Late Invoices hub

Related guides

Guides that help with this pain:

Late Invoices: A 7-Day Fix to Get Paid FasterOn-Site Payments: Card vs Link vs Invoice (Practical Setup)

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