How to Follow Up on an Unpaid Invoice (With Templates)
A simple follow-up schedule for unpaid invoices, plus copy-and-paste reminder messages for email, text, and WhatsApp that stay polite and get results.
By the Invoiceflint team · Updated
Most late invoices aren't refusals — they're forgotten, buried in an inbox, or waiting on someone else's approval. A short, friendly, well-timed reminder fixes most of them. Here's a follow-up schedule that works and the exact messages to send.
First, check whether the invoice was opened
Before you chase, find out what actually happened. If the client never opened the invoice, it may have gone to spam or to the wrong person — resend it to the right contact. If they opened it but haven't paid, a reminder is appropriate. Invoiceflint notifies you the moment a client views an invoice, so you know which situation you're in.
A follow-up schedule that works
| When | What to send | Tone |
|---|---|---|
| 3 days before the due date | A courtesy heads-up with the amount and due date | Friendly |
| On the due date | A short note that payment is due today | Friendly |
| 7 days overdue | A reminder with the invoice link | Polite and direct |
| 14 days overdue | A firmer reminder that mentions late fees, if your terms include them | Firm |
| 30+ days overdue | A final notice with a deadline and next steps | Formal |
Reminder templates
Before the due date
Hi [Name], just a quick heads-up that invoice [INV-0001] for [amount] is due on [date]. You can view and download it here: [link]. Thanks again for the work — let me know if you have any questions.
On the due date
Hi [Name], a friendly reminder that invoice [INV-0001] for [amount] is due today. Here's the link again in case it's handy: [link]. Thank you!
7 days overdue
Hi [Name], I'm following up on invoice [INV-0001] for [amount], which was due on [date]. Could you let me know when I can expect payment? If it's already on its way, please ignore this — and thank you.
14 days overdue
Hi [Name], invoice [INV-0001] for [amount] is now two weeks overdue. Please arrange payment by [date]. As set out in the invoice terms, a late fee of [fee] applies to balances more than [X] days overdue. If something is holding this up, reply and let's sort it out.
Final notice
Hi [Name], this is a final notice for invoice [INV-0001] for [amount], now [X] days overdue. If payment isn't received by [date], I'll need to [pause further work / refer this to a collections service]. I'd much rather resolve it directly — please get in touch today.
Tips for following up
- Always include the invoice number, the amount, and a link to the invoice.
- Keep it short. A reminder is not the place to re-explain the project.
- Use the channel the client actually reads. WhatsApp or a text often gets a faster reply than email.
- Pick up the phone after the second reminder — a call resolves most stuck payments.
- Pause new work for a client with a significantly overdue balance.
Automate the routine reminders
Writing every reminder by hand is tedious, and easy to forget on a busy week. Invoiceflint Pro sends automatic email reminders before, on, and after the due date, so the polite nudges go out on schedule and you only step in personally when an invoice is seriously late.
Invoicing for your trade
Related guides
- Invoice Payment Terms Explained: Net 30, Due on ReceiptWhat Net 7, Net 30, due on receipt, and other invoice payment terms mean, which get you paid fastest, and the exact wording to put on your invoice.
- How to Charge Late Fees on InvoicesHow to add a late payment fee to your invoices, how much to charge, the wording to use, and how to enforce it without losing the client.
- How to Get Paid Faster as a FreelancerPractical ways freelancers can get paid faster: clear payment terms, deposits, read receipts, and a simple follow-up routine that shortens payment times.