The business world runs on timely payments. Yet, crafting the right email to address past invoices can feel like walking a tightrope—balancing professionalism with persistence, courtesy with clarity.
Every unpaid invoice tells a story. Whether your client simply forgot, faces financial challenges, or disputes the charges, your approach needs to adapt accordingly. The right email can turn a potentially awkward situation into an opportunity to strengthen your professional relationship.
Read on to discover 15 expertly crafted email templates that will help you collect what you’re owed while maintaining goodwill with your clients.
Sample Emails on Past Invoices
These email templates cover various invoice-related scenarios you might encounter. Feel free to customize them to match your specific situation and relationship with the recipient.
Friendly First Reminder
Subject: Gentle Reminder: Invoice #12345 Due Yesterday
Dear [Client Name],
I hope this email finds you well. This is a friendly reminder that payment for Invoice #12345 in the amount of $1,500 was due yesterday, May 11, 2025.
For your convenience, I’ve attached another copy of the invoice. Payment can be made via bank transfer using the details on the invoice or through our online payment portal at [payment link].
If you’ve already sent the payment, please disregard this message and accept my thanks. Should you have any questions about this invoice, please don’t hesitate to contact me directly.
Best regards,
[Your name and designation]
Phone: (555) 123-4567
Email: your.email@company.com
Second Payment Reminder
Subject: Follow-up: Outstanding Invoice #12345
Hello [Client Name],
I’m writing to follow up on Invoice #12345 for $1,500 which was due on May 11, 2025. Our records indicate that we haven’t received payment for this invoice yet.
The details of the invoice are as follows:
Invoice Number: 12345 Issue Date: April 26, 2025 Due Date: May 11, 2025 Amount: $1,500
If you’ve already processed this payment, thank you. Please share the payment confirmation details so we can update our records accordingly.
If you haven’t had a chance to process the payment yet, could you please let me know when we might expect it? I’m happy to address any questions or concerns you might have about the invoice.
Thanks for your attention to this matter.
Kind regards,
[Your name and designation]
ABC Company 123 Business Street Cityville, State 12345
Phone: (555) 123-4567 Email: your.email@company.com
Final Notice Before Late Fees
Subject: FINAL NOTICE: Invoice #12345 – Late Fees Apply After May 19
Dear [Client Name],
This is a final notice regarding Invoice #12345 for $1,500, originally due on May 11, 2025. Despite our previous reminders, our accounting department shows this invoice remains unpaid.
Please be advised that according to our payment terms, a 2% late fee will be applied to all overdue invoices beginning May 20, 2025. To avoid these additional charges, please process your payment before this date.
We value our business relationship and would like to resolve this matter promptly. If you’re experiencing any difficulties with payment or have questions about the invoice, please contact me directly at (555) 123-4567 to discuss possible arrangements.
The invoice can be paid through any of these methods: – Bank transfer (details on invoice) – Credit card via our payment portal: [payment link] – Check made payable to ABC Company
Thank you for your immediate attention to this matter.
Sincerely,
[Your name and designation]
Accounts Receivable Department ABC Company
Phone: (555) 123-4567 Email: your.email@company.com
Payment Plan Proposal
Subject: Proposed Payment Plan for Outstanding Invoices
Hi [Client Name],
I hope you’re doing well. I understand that cash flow can sometimes be challenging, and I noticed that you have three outstanding invoices with us totaling $7,500.
Invoice #12345: $1,500 (Due May 11, 2025) Invoice #12346: $2,500 (Due April 30, 2025) Invoice #12347: $3,500 (Due April 15, 2025)
To help manage this balance, I’d like to propose a payment plan that might work better for your current situation:
– Initial payment of $2,500 by May 19, 2025 – Second payment of $2,500 by June 2, 2025 – Final payment of $2,500 by June 16, 2025
This plan would allow you to spread the payments over the next month while avoiding the late fees that would normally apply. We value our business relationship and want to find a solution that works for both parties.
Please let me know if this plan works for you or if you’d like to suggest an alternative arrangement. I’m available to discuss this further at your convenience.
Thank you for your business and understanding.
Warm regards,
[Your name and designation]
Financial Solutions Team ABC Company
Phone: (555) 123-4567 Email: your.email@company.com
Past Due Invoice with Suspension Warning
Subject: URGENT: Service Suspension Notice – Outstanding Invoice #12345
Dear [Client Name],
This email serves as an urgent notice regarding Invoice #12345 for $1,500, which was due on May 11, 2025, and remains unpaid despite multiple reminders.
Please be advised that if payment is not received by May 19, 2025, we will be forced to temporarily suspend all services provided to your company. This suspension will remain in effect until full payment is received.
We greatly value our business relationship and would prefer to avoid service interruption. If you’re experiencing financial difficulties, please contact me immediately at (555) 123-4567 to discuss potential payment arrangements that might better suit your current situation.
For your convenience, I’ve attached the invoice again and provided our payment options below:
– Online payment: [payment portal link] – Bank transfer: [bank details] – Check mailed to: ABC Company, 123 Business Street, Cityville, State 12345
Thank you for your immediate attention to this matter.
Sincerely,
[Your name and designation]
Client Relations Manager ABC Company
Phone: (555) 123-4567 Email: your.email@company.com
Thank You for Paying Past Invoice
Subject: Thank You for Your Payment – Invoice #12345
Hello [Client Name],
Thank you for your recent payment of $1,500 for Invoice #12345. We’ve received it and updated our records accordingly.
Your prompt attention to this matter is greatly appreciated. A receipt for your payment is attached to this email for your records.
We value your business and look forward to continuing our successful partnership. If you need any assistance with future invoices or have questions about our services, please don’t hesitate to reach out.
Thank you again for your business.
Best wishes,
[Your name and designation]
ABC Company
Phone: (555) 123-4567 Email: your.email@company.com
P.S. Have you seen our new [product/service] offering? Many of our clients have found it helps streamline their operations. Let me know if you’d like more information!
Invoice Discrepancy Resolution
Subject: Clarification Needed: Invoice #12345 Discrepancy
Dear [Client Name],
Thank you for bringing the discrepancy in Invoice #12345 to our attention. After carefully reviewing the details you provided, I can see why there might be confusion about the charges.
You’re absolutely right that the hourly rate we discussed was $75, not the $85 that appears on the invoice. This was an oversight on our part during invoice generation.
I’ve worked with our accounting department to issue a corrected invoice, which is attached to this email. The new invoice (#12345-R) reflects the proper rate of $75 per hour for the 20 hours of consultation, bringing the total to $1,500 instead of $1,700.
Please accept my sincere apologies for this error and any inconvenience it may have caused. We strive for accuracy in all our business dealings and appreciate the opportunity to correct this mistake.
If you have any other questions or concerns about this or any other invoice, please don’t hesitate to contact me directly.
Thank you for your understanding and continued business.
Sincerely,
[Your name and designation]
Client Accounts Manager ABC Company
Phone: (555) 123-4567 Email: your.email@company.com
Request for Payment Confirmation
Subject: Confirming Receipt of Payment for Invoice #12345
Hi [Client Name],
Our bank has notified us of an incoming wire transfer that may be your payment for Invoice #12345. However, the transfer details don’t include an invoice reference number, making it difficult for our accounting team to properly apply this payment to your account.
Could you please confirm if you’ve recently sent a payment of $1,500 for this invoice? If so, could you share any transaction reference numbers or payment confirmation details you might have?
This information will help us ensure that your payment is correctly recorded and that your account is updated promptly.
Thank you for your quick response on this matter. We appreciate your business and want to make sure your payment is properly credited.
Best regards,
[Your name and designation]
Accounts Receivable ABC Company
Phone: (555) 123-4567 Email: your.email@company.com
Multiple Unpaid Invoices Reminder
Subject: Action Required: Multiple Outstanding Invoices
Dear [Client Name],
I hope this email finds you well. During our recent accounting review, we noticed that there are several unpaid invoices associated with your account. For your convenience, I’ve listed them below:
1. Invoice #12345: $1,500 (Due May 11, 2025) – 1 day overdue 2. Invoice #12346: $2,500 (Due April 30, 2025) – 12 days overdue 3. Invoice #12347: $3,500 (Due April 15, 2025) – 27 days overdue
The total outstanding amount is $7,500. Copies of all three invoices are attached to this email for your reference.
Could you please review these invoices and let us know when we might expect payment? If you’ve already paid any of these invoices, please provide the payment details so we can update our records accordingly.
If you’re experiencing any difficulties that prevent timely payment, please let me know. We value our business relationship and are open to discussing arrangements that might better accommodate your current situation.
Thank you for your prompt attention to this matter.
Kind regards,
[Your name and designation]
Finance Department ABC Company
Phone: (555) 123-4567 Email: your.email@company.com
Past Invoice With Updated Banking Details
Subject: IMPORTANT: New Payment Information for Outstanding Invoice #12345
Dear [Client Name],
I’m writing regarding Invoice #12345 for $1,500 that was due on May 11, 2025.
I wanted to inform you that our company has recently changed banking providers. If you haven’t yet processed this payment, please use our new banking details for any transfers:
Bank Name: First National Bank Account Name: ABC Company LLC Account Number: 987654321 Routing Number: 123456789 Reference: Invoice #12345
IMPORTANT: Please disregard any previous banking information you may have on file. For security reasons, we will no longer accept transfers to our old account after May 19, 2025.
If you’ve already sent payment to our previous account, don’t worry—we’re still monitoring it and will properly credit your payment. However, please use the new details for all future transactions.
Please confirm receipt of this email and let me know if you have any questions about the new payment process.
Thank you for your understanding and cooperation during this transition.
Best regards,
[Your name and designation]
Financial Controller ABC Company
Phone: (555) 123-4567 Email: your.email@company.com
Invoice Status Inquiry
Subject: Checking Status: Invoice #12345 Payment
Hello [Client Name],
I hope all is well with you. I’m following up on Invoice #12345 for $1,500 that was due on May 11, 2025.
We haven’t yet recorded payment for this invoice in our system, and I wanted to check in about its status. Has the invoice been processed on your end? If so, could you share when the payment was sent and by what method?
If the invoice is still in process, would you be able to provide an estimated payment date? This helps us with our cash flow planning.
I’ve attached another copy of the invoice for your convenience. If you need anything else from us to facilitate the payment, please let me know.
Thank you for your time.
Warm regards,
[Your name and designation]
Accounts Department ABC Company
Phone: (555) 123-4567 Email: your.email@company.com
Invoice Escalation to Management
Subject: Escalation Notice: Seriously Overdue Invoice #12345
Dear [Client Name],
I’ve been attempting to contact you regarding Invoice #12345 for $1,500, which has now been outstanding for over 30 days beyond its due date of April 11, 2025.
Despite multiple reminders sent on April 18, April 25, and May 2, we have not received payment or any communication regarding this invoice.
Due to the extended delay, I’m required to escalate this matter to our Financial Director, Ms. Jane Smith, who will be reaching out to your management team directly within the next 48 hours to discuss this situation.
To prevent this escalation, please arrange payment immediately via one of our accepted methods or contact me directly to discuss a payment plan.
We value our business relationship and would prefer to resolve this matter directly with you before involving senior management on both sides.
Thank you for your immediate attention to this serious matter.
Sincerely,
[Your name and designation]
Senior Accounts Manager ABC Company
Phone: (555) 123-4567 Email: your.email@company.com
CC: Jane Smith, Financial Director
Invoice Consolidation Offer
Subject: Proposal: Consolidate Multiple Outstanding Invoices
Dear [Client Name],
Upon reviewing your account, I noticed you have several outstanding invoices with various due dates. To simplify the payment process and help you manage these obligations more efficiently, I’d like to propose consolidating these invoices into a single payment.
Currently outstanding invoices: – Invoice #12345: $1,500 (Due May 11, 2025) – Invoice #12346: $2,500 (Due April 30, 2025) – Invoice #12347: $3,500 (Due April 15, 2025) – Invoice #12348: $1,000 (Due June 1, 2025)
Total amount due: $8,500
I can issue a single consolidated invoice with a new due date of May 25, 2025, which would give you time to process this payment while avoiding additional late fees on the older invoices.
As a gesture of goodwill and appreciation for your business, we’re willing to waive the $250 in late fees that would normally apply to the April invoices if you can meet this new consolidated due date.
Please let me know if this arrangement would be helpful for you, or if you’d prefer to maintain the separate invoices and payment schedules.
Looking forward to your response.
Best regards,
[Your name and designation]
Client Solutions ABC Company
Phone: (555) 123-4567 Email: your.email@company.com
Request to Update Payment Terms for Future Invoices
Subject: Updating Payment Terms for Future Collaborations
Dear [Client Name],
I hope this email finds you well. I’m writing regarding Invoice #12345 for $1,500 which was due on May 11, 2025, and remains unpaid.
While we certainly understand that delays can happen, we’ve noticed a pattern of late payments over the past few months. This creates cash flow challenges for our business as we’ve already incurred costs to deliver the services to you.
Looking ahead, I’d like to propose updated payment terms for our future collaborations:
1. 50% deposit payment before work begins 2. Remaining 50% due upon project completion 3. Late payments subject to a 3% monthly fee
I believe these terms will help ensure timely compensation for our services while allowing you to better budget for project expenses. These new terms would take effect for any new projects starting after June 1, 2025.
Regarding the current outstanding invoice, could you please provide an update on when we might expect payment?
I value our business relationship and am open to discussing these proposed changes. Please let me know your thoughts or if you’d like to suggest alternative arrangements that might work better for both parties.
Thank you for your understanding.
Sincerely,
[Your name and designation]
Account Manager ABC Company
Phone: (555) 123-4567 Email: your.email@company.com
Requesting Updated Billing Contact
Subject: Please Confirm: Billing Contact Update for Invoices
Hello [Client Name],
I hope you’re doing well. I recently received a notification that you may no longer be handling the accounts payable responsibilities at [Client Company], and that Invoice #12345 for $1,500 (due May 11, 2025) should be directed to someone else.
Could you please confirm if this information is correct? If so, I would greatly appreciate if you could provide:
1. The name of the new billing contact 2. Their email address and phone number 3. Whether this change applies to all future invoices or only specific ones
This will ensure that our invoices reach the right person and help prevent any payment delays. If you’re still the appropriate contact, please let me know, and I’ll update our records accordingly.
Thank you for your help with this administrative matter. A prompt response would be greatly appreciated as this invoice is now past due.
Best regards,
[Your name and designation]
Client Accounts ABC Company
Phone: (555) 123-4567 Email: your.email@company.com
Wrapping Up: Email Strategies for Invoice Follow-ups
Effective invoice communication balances assertiveness with respect. The templates provided above give you starting points for addressing various invoicing scenarios you might encounter in your business.
Remember that the tone and approach should always match your relationship with the client. A long-term, valuable client might warrant more flexibility than a new or occasional one. Similarly, the frequency and severity of payment issues should influence how you escalate your communications.
Regardless of the situation, keeping your communications professional, clear, and solution-oriented will help you collect payments while preserving business relationships. Regular follow-ups show clients you take your business seriously and expect them to honor their financial commitments.
Customize these templates to reflect your company’s voice and policies. With the right approach, you can turn the challenging task of collecting past-due payments into an opportunity to demonstrate your professionalism and strengthen client relationships.