Late payments and billing issues happen—but if not handled properly, they can hurt both your cash flow and your client relationships. That’s why clear, professional communication is so important.
Every business runs into invoice problems sooner or later. Whether it’s a missing payment or a confused client, the way you follow up can be the difference between getting paid on time or not at all.
If you need help finding the right words, these 15 email templates will make it easier to follow up on invoices, resolve payment issues, and keep things running smoothly.
Sample Emails on Past Invoices
These templates cover various scenarios related to past invoices, from gentle reminders to more assertive payment requests. Feel free to customize them to fit your specific situation.
Friendly First Payment Reminder
Subject: Gentle Reminder: Invoice #10789 Due Yesterday
Dear [Client Name],
I hope this email finds you well. I wanted to send a friendly reminder that invoice #10789 for $1,250 was due yesterday.
For your convenience, I’ve attached another copy of the invoice to this email. Please let me know if you have any questions or if there’s anything I can do to help facilitate payment.
Thank you for your prompt attention to this matter.
Best regards,
[Your name and position]
Second Payment Reminder
Subject: Follow-up: Outstanding Invoice #10789
Hello [Client Name],
I hope you’re having a productive week. I’m writing to follow up on invoice #10789 for $1,250, which was due on October 15th. We haven’t received your payment yet, and I wanted to check if you encountered any issues that might have delayed the process.
The invoice can be paid via bank transfer or credit card through our payment portal. If you need assistance with the payment process or have any questions about the invoice, please don’t hesitate to contact me.
Looking forward to your response.
Thank you,
[Sender’s full name and title]
Final Payment Notice Before Late Fees
Subject: URGENT: Final Notice for Invoice #10789
Dear [Client Name],
This email serves as a final notice regarding invoice #10789 for $1,250, which was due on October 15th and remains unpaid. According to our records, the invoice is now 15 days past due.
Please be aware that as per our agreement, a 2% late fee will be applied to all payments received after 30 days from the due date. To avoid these additional charges, please submit your payment by October 30th.
If you’ve already sent your payment, please disregard this notice and accept my thanks. If you’re experiencing difficulties with the payment, please contact me directly so we can discuss possible arrangements.
Regards, [Insert your name and designation]
Request for Invoice Status Update
Subject: Status Check: Invoice #10789
Hi [Client Name],
I’m reaching out regarding invoice #10789 for $1,250 sent on October 1st. Our accounting department is currently updating payment records, and I wanted to confirm the status of this invoice.
Could you please let me know if: – You’ve received the invoice – The invoice has been approved for payment – When we might expect to receive payment – If there are any issues preventing payment
Your quick response would be greatly appreciated as it helps us maintain accurate financial records.
Thanks for your help,
[Your name and job title]
Acknowledging a Late Payment
Subject: Thank You for Your Payment of Invoice #10789
Dear [Client Name],
Thank you for your recent payment of $1,250 for invoice #10789. We’ve received it and updated our records accordingly.
While we appreciate your business and prompt attention to this matter once notified, I wanted to mention that this payment was received 20 days after the due date. Our standard payment terms are net 30 days from invoice date, as outlined in our service agreement.
On-time payments help us maintain our cash flow and continue providing you with the quality service you expect. If there’s anything we can do to make the payment process easier in the future, or if you’d prefer a different billing cycle, please let me know.
We value our business relationship and look forward to continuing our work together.
Best wishes,
[Sender name and position]
Debt Collection Warning
Subject: IMPORTANT: Severely Overdue Invoice #10789
Dear [Client Name],
This letter concerns invoice #10789 for $1,250 dated October 1st, which is now 60 days overdue despite multiple payment reminders sent on October 16th, October 30th, and November 15th.
Unfortunately, if we do not receive payment within the next 7 days, we will have no choice but to forward this matter to our debt collection agency, which may affect your credit rating.
To avoid this situation, please make immediate payment via any of the methods listed on the invoice. If you’re experiencing financial difficulties, please contact me directly at [phone number] to discuss a potential payment plan.
We value your business and would prefer to resolve this matter amicably.
Sincerely,
[Your full name and position]
Invoice Correction Request
Subject: Invoice #10789 – Correction Needed
Dear [Client Name],
Thank you for bringing the discrepancy in invoice #10789 to our attention. You’re right that there appears to be an error in the billing amount.
After reviewing the services provided and our agreement, I confirm that the correct amount should be $1,050 rather than $1,250. The error occurred because we accidentally included a service item that wasn’t part of our agreement.
I’ve attached a corrected invoice (#10789-R) to this email. Please use this revised invoice for your payment processing. The due date has been extended by 15 days to give you sufficient time to process this update.
I apologize for any inconvenience this may have caused and thank you for your understanding.
Kind regards,
[Your name and role]
Payment Plan Proposal
Subject: Proposed Payment Plan for Outstanding Invoices
Dear [Client Name],
Thank you for your call yesterday regarding the outstanding invoices. I appreciate your transparency about the current cash flow challenges your company is facing.
Based on our discussion, I’m proposing the following payment plan for the total outstanding amount of $5,600 across four invoices:
– Initial payment of $1,400 by November 30th – Second payment of $1,400 by December 15th – Third payment of $1,400 by December 31st – Final payment of $1,400 by January 15th
This plan would allow you to clear the debt within 60 days while managing your cash flow. During this payment period, we would continue providing our services as usual.
Please confirm if this arrangement works for you, or suggest any modifications that might better suit your situation. Once we agree on the terms, I’ll prepare a formal payment plan agreement for both parties to sign.
Looking forward to your response,
[Name and designation here]
Multiple Overdue Invoices Reminder
Subject: Several Outstanding Invoices Requiring Attention
Dear [Client Name],
I hope this email finds you well. Upon reviewing our accounts, I noticed that several invoices for your company remain unpaid:
– Invoice #10745: $850 (90 days overdue) – Invoice #10762: $1,200 (60 days overdue) – Invoice #10789: $1,250 (30 days overdue)
The total outstanding amount is $3,300. For your reference, I’ve attached copies of all three invoices to this email.
Could you please look into these outstanding payments and let me know when we can expect to receive them? If there are any issues with the invoices or if you need any clarification, please don’t hesitate to contact me.
We value our business relationship and would appreciate your prompt attention to this matter.
Warm regards,
[Your name and position in company]
Re-sending a Lost Invoice
Subject: Re: Invoice #10789 – Copy as Requested
Hi [Client Name],
Thanks for letting me know you can’t locate the original invoice. I’ve attached another copy of invoice #10789 dated October 1st for $1,250 to this email.
The invoice details the web development services provided during September, with a breakdown of hours spent on each component of the project.
Given the delay, I’ve extended the payment due date to November 30th. You can pay via bank transfer using the account details on the invoice or through our online payment portal using the link below:
[Payment Portal Link]
Please confirm receipt of this email and let me know if you need anything else.
Thanks,
[Sender’s name and designation]
Early Payment Discount Offer
Subject: Special Offer: 5% Discount for Early Payment
Dear [Client Name],
I hope you’re doing well. I’m writing about invoice #10789 for $1,250, which is due on November 30th.
Our company is currently offering a 5% discount for early payments received before the due date. If you pay this invoice by November 20th, you’ll only need to pay $1,187.50, saving $62.50.
To take advantage of this offer, simply make your payment through our usual channels and mention “Early Payment Discount” in the reference. Our system will automatically apply the discount when we record your payment.
This is our way of saying thank you for your prompt payments and continued business.
Best regards,
[Your name and job position]
Invoice Consolidation Request
Subject: Proposal to Consolidate Outstanding Invoices
Dear [Client Name],
Upon reviewing your account, I noticed you currently have five separate outstanding invoices with us, totaling $6,750. I understand that processing multiple payments can be time-consuming for your accounting department.
To simplify things, we’d like to offer the option of consolidating these invoices into a single payment. The consolidated invoice would maintain all the same line items and details, but would streamline the payment process into one transaction.
If this would be helpful for your team, please let me know, and I’ll create a consolidated invoice right away. The original payment terms would still apply, with the due date set to December 15th (30 days from today).
Thank you for your business and consideration of this option.
Sincerely,
[Your name and professional title]
Requesting Updated Billing Information
Subject: Action Required: Update Billing Information for Invoice Processing
Dear [Client Name],
We recently attempted to process invoice #10789 for $1,250 using the credit card information we have on file, but the transaction was declined. Our payment processor indicated that the card may have expired or been replaced.
To ensure timely processing of this invoice and avoid any late fees, could you please update your payment information? You can do this by:
1. Logging into your client portal at [Client Portal URL] 2. Going to “Billing Settings” in your account 3. Updating your credit card information
Alternatively, you can call our billing department at [Phone Number] during business hours (9 AM – 5 PM EST, Monday through Friday).
Once your information is updated, we’ll process the payment for the current invoice right away.
Thank you for your prompt attention to this matter.
Best regards,
[Sender name and role in company]
Seasonal Payment Reminder
Subject: Year-End Reminder: Outstanding Invoice Before Tax Season
Hello [Client Name],
As we approach the end of the fiscal year, our accounting department is finalizing all financial records. During this process, we noticed that invoice #10789 for $1,250 from October 1st remains unpaid.
Settling this invoice before December 31st would be beneficial for both our companies’ tax preparations and financial reporting. Additionally, it would help us avoid carrying this outstanding amount into the new year.
For your convenience, I’ve attached the invoice again. If you’ve already sent payment in the last few days, please disregard this reminder and accept our thanks.
We appreciate your business throughout the year and look forward to a continued partnership in the coming year.
Warm wishes,
[Your name and position]
Thank You for Consistent On-Time Payments
Subject: Appreciation for Your Prompt Payment History
Dear [Client Name],
I’m writing to express our sincere appreciation for your consistent on-time payments throughout our business relationship. We just received your payment for invoice #10789, and as always, it was processed before the due date.
Reliable clients like you help us maintain healthy cash flow, which allows us to deliver the quality service you expect and deserve. Your promptness in handling invoices makes our partnership particularly valuable.
As a token of our appreciation, we’d like to offer you a 10% discount on your next service order. Simply mention this email when placing your next order to redeem this offer.
Thank you again for being such a dependable client. We look forward to continuing our successful business relationship.
With gratitude,
[Sender’s name and designation]
Wrapping Up: Effective Invoice Emails
The right approach to past invoices can make all the difference in maintaining positive client relationships while ensuring your business gets paid for its work. Each situation requires a different tone and level of urgency, from friendly reminders to firm collection notices.
When crafting your own invoice-related emails, adapt these templates to match your company’s voice and the specific client relationship. Always keep communications professional, clear, and focused on resolving the payment issue positively.
Most importantly, stay consistent with your follow-ups and maintain accurate records of all communications regarding outstanding invoices. This documentation can prove invaluable if payment issues escalate to more formal collection procedures.