Most late invoices aren’t a refusal to pay. They’re forgotten, stuck in an approval queue or sent to the wrong person. A short, predictable sequence of follow-ups fixes most of them without any awkwardness. Here are three emails you can copy, plus a few rules for late fees.
1. Friendly nudge (a day or two after the due date)
Hi [Name], Just a quick note that invoice [#] for [amount] was due on [date]. It may have slipped through the cracks. Could you take a look when you get a moment? Thanks, [You]
2. Firm follow-up (about a week later)
Hi [Name], Following up on invoice [#] for [amount], now [X] days past due. Please arrange payment within 7 days, or reply with a payment date if there's an issue. Thanks, [You]
3. Final notice (about two weeks later)
Hi [Name], Final notice: invoice [#] for [amount] (due [date]) is [X] days past due. Please pay in full within 7 days of this message. If payment isn't received, I'll pause further work and take next steps to recover the balance. [You]
Late fees: keep them fair and agreed
- Only charge what your contract or invoice terms say. A fee that appears for the first time in a follow-up is hard to enforce and sours the relationship.
- Check local law. Many places cap late fees and interest. This guide is not legal advice.
- Show the math. “1.5 percent a month on $1,200, 21 days late = $12.60” is easier to accept than a round number.
The free late invoice kit fills these templates in with your numbers, works out the fee and gives you a printable late notice. Nothing is stored or sent.
Keeping invoices in one place
If you’d rather see what’s overdue at a glance, Invoices keeps your invoices and their status in one list. It doesn’t send reminders for you; you stay in control of what goes out.