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Payment Reminder Schedule (When to Send What)

SchedulePayment remindersClear timing

A simple reminder cadence so you get paid without sounding like a collector. Same sequence every time; customers know what to expect.

For teams chasing late payments or with uneven cash flow who want a clear "when we send what" rule.

Next: Use it for 2 weeks on all open invoices; then take the Payments quick check if you want automation.

Copy/paste template

Payment Reminder Schedule (When to Send What)

- Before due date (e.g. 2–3 days): friendly reminder with pay link. One line: "Invoice due [date]. Pay here: [link]."
- Day of due date: short reminder and due date confirmation. "Due today. Link: [link]. Questions? Reply to this message."
- 1–2 days after due: follow-up with payment options (link again, or "call to set up a payment plan").
- Weekly after that: one check-in per week until paid (same tone; no threats). Stop as soon as paid.

Replace placeholders:

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)

Use the same cadence for every invoice so your team and your customers know the drill.
Stop reminders the moment payment is received; no need to apologize, just confirm "Thanks, we received payment."
Track payment status in one place (spreadsheet or your invoicing tool) so you don't double-chase or forget.
Keep the tone neutral and factual. "Invoice #X is past due" is enough; avoid guilt or long explanations.

Shorten the cadence for small invoices (e.g. one reminder day-of, then one follow-up 3 days later).
Add a payment plan option for larger bills in the first follow-up so good customers have a path.
Use email plus SMS for high balances (email for the link, SMS for the nudge).
Add a "final notice" step only if you actually will send to collections—and say so in the notice.
For commercial clients: extend the "day of" to net-15 or net-30 to match their process.

Guides that help with this pain:

See if Payments and Invoicing tools are right for your team.