How to Follow Up on an Unpaid Invoice
Start with a friendly reminder a few days before the due date, send another on the due date, and follow up firmly a few days after. Keep every message short, polite and specific: the invoice number, the amount, the due date and a link to pay.
A simple reminder schedule
- Day 0: send the invoice with a payment link
- 3 days before the due date: friendly heads-up
- Due date: short reminder with the pay link
- 3 to 7 days late: polite but direct follow-up
- 14 days late: firm message with next steps
- 30 days late: final notice, then consider other options
Copy-paste scripts
Hi [Name], A quick heads-up that invoice [number] for [amount] is due on [date]. You can pay online here: [link]. Thank you, and let me know if you have any questions.
Hi [Name], Invoice [number] for [amount] is due today. Here is the link to pay in a minute: [link]. If you have already paid, thank you and please disregard this note.
Hi [Name], I have not yet received payment for invoice [number] for [amount], which was due on [date]. Could you let me know when I can expect it? You can pay here: [link].
Hi [Name], Invoice [number] for [amount] is now [X] days past due. Please pay by [date] using this link: [link], or call me to arrange a plan. I would prefer to resolve this directly.
Make it hard to ignore and easy to pay
- Include the invoice number, amount and due date in every message
- Put a pay-online link in the first line, not the last
- Use one clear next step per message
- Stay factual and polite; clients who forgot respond best to a calm nudge
When a client still does not pay
After your written reminders, you can offer a payment plan, send a formal demand letter, or consider small claims court. Limits and procedures differ by state, so check your state court's guidance before you file. Clear estimates, written approvals and itemized invoices are your strongest evidence.
Common questions
How long should I wait before following up on an unpaid invoice?
Send a friendly reminder a few days before the due date and again on the due date. If it is still unpaid, follow up within three to seven days, then escalate in steps.
How do I know if the client saw my invoice?
MyInvoice tells you the moment a client opens an invoice email, so you can follow up with confidence instead of guessing whether it was seen.
Can reminders be sent automatically?
Yes. MyInvoice sends scheduled reminders for upcoming and overdue invoices, so you do not have to remember to chase each one.
Should I charge a late fee?
Only if you agreed to it in advance, for example in the estimate or contract, and your state allows it. Mention it on the invoice so it is never a surprise.
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