Before the due date
Send a brief confirmation: invoice number, amount, due date, and payment method. Example opener: Just confirming invoice INV-1042 for $2,400 is due on Friday — let me know if you need anything from our side.
- Pre-due: confirm receipt
- Post-due: ask about blockers
- Keep copy paste-ready
Seven days overdue
Stay polite and specific. Mention the invoice number, original due date, and outstanding balance. Ask whether the invoice reached the right approver or if a PO is still pending.
- Under 120 words when possible
- One invoice per thread
- Attach PDF only if requested
Thirty days overdue
Use a firmer tone, summarize prior reminders, and state next steps such as pausing work or applying agreed late fees. Offer a call if the amount is large or the relationship is strategic.
- Confirm payment date
- Offer updated PO or resend
- Suggest call only if stuck
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Requirements vary by country and business type. This guide explains common billing workflows and is not tax, legal, or accounting advice.