When to send payment reminders
Most overdue invoices are not the result of a client deliberately avoiding payment. They are the result of a busy accounts team, an invoice that got buried in an inbox or a client who simply forgot.
A consistent, polite follow-up process solves the majority of late payments without damaging the relationship. The key is timing and tone:
| Stage | When to send | Tone |
|---|---|---|
| First reminder | 1–3 days after due date | Friendly, assumes oversight |
| Second reminder | 7–14 days after due date | Firmer, notes the delay |
| Final notice | 21–30 days after due date | Formal, clear consequences |
Send your first reminder early. The longer you wait, the harder it becomes to collect — and the client’s willingness to prioritise your invoice decreases with time.
First reminder — friendly nudge
Send this 1–3 days after the due date has passed. At this stage, assume the client has simply overlooked the invoice. Keep it brief and easy to reply to.
Subject: Invoice [INV-XXXX] — gentle reminder
Hi [Client name],
I hope you are doing well. I just wanted to follow up on invoice [INV-XXXX] for [brief description of work], which was due on [due date].
If payment has already been sent, please ignore this message — there may be a small delay in the funds clearing.
If you have any questions about the invoice, I am happy to help.
Amount due: $[amount] Payment details: BSB [XXX XXX] / Account [XXXXXXXX] / Ref: [INV-XXXX]
Thank you, [Your name] [Your business name] [Your contact details]
Second reminder — firmer follow-up
Send this 7–14 days after the due date if the first reminder did not result in payment. Be direct but professional. Acknowledge the delay without being accusatory.
Subject: Invoice [INV-XXXX] — payment overdue
Hi [Client name],
I’m following up on invoice [INV-XXXX] for $[amount], which was due on [due date] and remains outstanding.
I have not received payment or a response to my previous reminder. Could you please let me know when I can expect payment, or if there is an issue with the invoice I can help resolve?
Invoice details:
- Invoice number: [INV-XXXX]
- Amount due: $[amount]
- Original due date: [date]
Payment details: BSB [XXX XXX] / Account [XXXXXXXX] / Ref: [INV-XXXX]
I appreciate your prompt attention to this.
Kind regards, [Your name] [Your business name] [Phone]
Final notice — formal demand
Send this 21–30 days after the due date if the invoice remains unpaid after two reminders. This email should be brief, professional and clear about next steps. Avoid emotional language — keep it factual.
Subject: FINAL NOTICE — Invoice [INV-XXXX] — $[amount] overdue
Dear [Client name / Company name],
This is a final notice regarding invoice [INV-XXXX] dated [invoice date], with an outstanding balance of $[amount]. This invoice is now [X] days overdue.
Despite two previous reminders, payment has not been received. Please arrange payment by [final date — typically 5–7 days from this notice].
If payment is not received by [final date], I will be left with no option but to pursue recovery through [small claims tribunal / debt collection / legal action — choose what is applicable and accurate].
If there is a genuine dispute about this invoice, please contact me immediately so we can discuss it.
Payment details: BSB [XXX XXX] / Account [XXXXXXXX] / Ref: [INV-XXXX]
[Your name] [Your business name] [Phone]
Tips for effective payment follow-up
Make it easy to pay
Include your bank details, a payment reference and the exact amount due in every reminder. Clients who have to search for payment information often delay longer.
Keep a record
Note the date you sent each reminder and whether you received a response. This creates a paper trail if you need to pursue formal recovery later.
Pick up the phone
After the second or third email reminder, a brief, professional phone call is often more effective than another email. Keep the tone matter-of-fact: “I’m calling about invoice INV-XXXX for $[amount] — can you tell me when I can expect payment?”
Adjust for the relationship
With a long-term client who has always paid promptly, a more flexible approach (e.g., asking if there is a cash flow issue and offering to split the payment) may be appropriate. With a new client or one with a history of late payment, stick to the formal process.
Know your options
If an invoice remains unpaid after 60–90 days and the amount justifies it:
- Small claims tribunal: VCAT, NCAT, QCAT and their equivalents in other states handle payment disputes for amounts up to $25,000–$40,000 (limits vary by state) at low cost and without a lawyer.
- Debt collection agency: Suitable for undisputed debts where the client cannot or will not pay. Agencies typically charge a percentage of amounts collected.
- Statutory demand: For debts owed by a company, a statutory demand under the Corporations Act 2001 can be an effective tool. Seek legal advice before using this option.
This is general information only. For advice specific to your situation, consult a solicitor or your relevant state’s small business commissioner.
Automating payment reminders
Manually tracking overdue invoices and sending reminders takes time — and it is easy to let it slip when you are busy. Invoicing software with automatic reminders handles this for you.
In InvoiceSent, you set a due date on each invoice. When the date passes without payment, InvoiceSent automatically sends a follow-up email to the client. You choose the timing and the email content. Available on the Starter and Pro plans.
Last reviewed: July 2026