Send a short reminder before the due date
A reminder two or three working days before the deadline can prevent an accidental late payment. Include the invoice number, amount and due date, and attach the invoice again.
Follow up when the invoice becomes due
Keep the first overdue message neutral. Ask whether the invoice is in the payment process and whether the client needs any information from you. Avoid a long explanation or emotional language.
Become firmer as the delay continues
For a second reminder, state how many days the invoice is overdue and request a specific payment date. Reference the agreed payment terms. Escalate through the contact or process set out in your contract.
Make every reminder actionable
- Invoice number and issue date
- Outstanding amount and currency
- Original due date
- Payment instructions or payment link
- Your contact details for questions
Keep a record of reminders and payments
Record the status against the invoice so the next follow-up reflects the latest information. Explore invoice payment reminders and payment tracking in Klarvo.
Simple example: “Hi Alex, a quick reminder that invoice INV-1042 for €950 is due on 30 October. I have attached it again for convenience. Please let me know if you need anything to process payment.”