Prevent reminders before you need them
Clear payment terms on the original invoice cut follow-up work. Confirm the accounts-payable email and any PO requirement before you send the first PDF.
Put the due date on the document, not only in the email. See what to include on an invoice and a clean first send in how to write an invoice email.
A practical reminder cadence
Keep the tone factual. Escalate only when your contract allows pausing work or charging late fees.
- Day 1–3 after due: soft check — “Did you receive invoice #…?”
- Day 7–10: restate amount, due date, payment methods; re-attach PDF
- Final notice: state the next contractual step only if you mean it
Soft reminder (copy)
Hi [Name], I’m following up on invoice #[number] for [amount], originally due [date]. I’ve re-attached the PDF in case it was missed. Please let me know if anything is missing on your side (PO, tax ID, bank details). Thanks, [You].
Firmer follow-up (copy)
Hi [Name], invoice #[number] for [amount] is now [X] days past due (due [date]). Payment details are on the PDF: [bank / PayPal]. If payment already left your side, please send the transfer reference so I can match it. If something is blocking AP, tell me what you need and I’ll fix it the same day.
Records and corrections
Save sent emails with the PDF. If the amount was wrong, issue a credit note or a corrected invoice with a new number — do not silently edit a bill the client already filed.
Need a fresh PDF? Open a simple invoice generator, match the original number only when you are re-sending the same bill, then download again.
Disclaimer
These scripts are general communication tips, not debt-collection or legal advice. Follow local commercial rules when you escalate unpaid bills.