How to Follow Up on an Unpaid Invoice: Timeline and Email Templates
You did the work, you sent the invoice, and now the due date has passed with no payment. It is awkward, but it is also normal. Most late payments are not refusals. The invoice was lost, the approver was on leave, or finance simply forgot. A calm, well-timed reminder solves most cases.
This guide gives you a simple follow-up timeline and four email templates you can copy, from a friendly nudge to a firm final notice.
Short answer: send a friendly reminder a few days before or on the due date, a second reminder about a week after, then a firm email with a deadline. Keep every message polite, specific and short, and always attach the invoice again.
Why invoices get paid late
- The invoice went to the wrong person or a spam folder.
- It is missing a purchase order number or other detail the client’s system needs.
- The person who approves payments is away.
- The client is waiting on their own customer to pay them.
- The client is deliberately delaying. This is the least common reason, but it is where firm follow-up matters.
A follow-up timeline that works
| When | What to do |
|---|---|
| 3 days before the due date | Optional courtesy reminder with the invoice attached |
| Due date | Friendly check that it was received and is scheduled |
| 7 days overdue | Polite reminder, ask for the payment date |
| 14 days overdue | Firm email, mention the terms and any late fee |
| 30 days overdue | Phone call, then a formal final notice |
| After that | Pause further work and consider a collections or legal route |
Adjust the gaps to match your payment terms. If you need a refresher on terms, read our guide to invoice payment terms.
Template 1: friendly reminder (on the due date)
Subject: Invoice INV-0042 due today
Hi [Name],
I hope you are well. This is a quick reminder that invoice INV-0042 for [amount] is due today. I have attached a copy for your convenience.
Please let me know if you need anything from me to process it.
Thank you,
[Your name]
Template 2: polite overdue reminder (7 days late)
Subject: Reminder: invoice INV-0042 is overdue
Hi [Name],
I am following up on invoice INV-0042 for [amount], which was due on [date] and is now 7 days overdue. A copy is attached.
Could you confirm when I can expect payment? If it has already been sent, please share the transfer reference so I can match it.
Thanks very much,
[Your name]
Template 3: firm follow-up (14 days late)
Subject: Second notice: invoice INV-0042, 14 days overdue
Hi [Name],
I have not yet received payment for invoice INV-0042 ([amount]), which was due on [date] under our agreed payment terms of [terms].
Please arrange payment by [date, 5 working days away]. If there is a problem with the invoice, tell me today so we can fix it.
Regards,
[Your name]
Template 4: final notice (30 days late)
Subject: Final notice: invoice INV-0042
Dear [Name],
Despite my earlier reminders on [dates], invoice INV-0042 for [amount] remains unpaid, now 30 days past its due date.
Unless I receive payment by [date], I will have to pause further work and consider other steps to recover the amount owed. I would much prefer to resolve this directly, so please contact me today.
Sincerely,
[Your name]
Tips that make follow-ups work
- Call as well as email. A short phone call to accounts often finds the problem in minutes.
- Contact the right person. Ask who handles accounts payable and send reminders to them, with the project contact copied.
- Stay factual. Quote the invoice number, amount and due date. Do not accuse anyone of anything.
- Offer an easy fix. A payment link, a corrected invoice or a short instalment plan can unlock a stuck payment.
- Keep records. Save every email, so you have a clear trail if you need to escalate.
- Prevent it next time. Use clear terms, ask for deposits and send invoices promptly. Our freelance invoice guide shows how.
Know what is overdue without checking spreadsheets
Chasing is easier when you can see every unpaid invoice in one place. The Billfy invoice tracker is a free tool that lists what is paid, pending and overdue, so you know exactly whom to remind today.
Frequently asked questions
How long should I wait before following up on an unpaid invoice?
Send a friendly reminder on the due date, and follow up again after about a week. Do not wait a month to say something.
How do I ask for payment politely?
Be specific and friendly. Quote the invoice number, amount and due date, attach the invoice, and ask when you can expect payment.
Can I stop work if a client does not pay?
If your contract allows it, pausing work until overdue invoices are paid is common. Mention this in your terms so it is not a surprise.
When should I take legal action for an unpaid invoice?
Usually only after reminders and a final notice have failed. Rules and costs differ by country, so speak to a lawyer or your local business association first.
Should I charge a late fee?
It can help if it was agreed in advance. If not, you can still mention it as a reminder of the terms.
Tax rules, rates and deadlines differ by country and change over time, and they depend on your situation. This guide is general information, not tax or legal advice, so confirm the details with your accountant or tax authority.