Good invoice follow-up templates save you from starting over every time a payment is late. They also ensure you are escalating correctly — not too soft, not too aggressive, at the right moment.
Template 1: Day 1 — first reminder
Subject: Invoice #[number] — payment reminder
“Hi [Name],
This is a friendly reminder that invoice #[number] for $[amount] was due on [date]. Please let me know if you have any questions or need me to resend.
Thanks for your prompt attention.
[Your name]”
Keep this one short. No lengthy context. Just the facts and a light call to action.
Template 2: Day 7 — second follow-up
Subject: Invoice #[number] — still outstanding
“Hi [Name],
I wanted to follow up on my email from [date] regarding invoice #[number] for $[amount], which was due on [date] and remains unpaid.
Could you please let me know when I can expect payment, or if there’s anything you need from me?
I’ve re-attached the invoice for your reference.
[Your name]”
Referencing the first email by date shows you are tracking the sequence.
Each follow-up email that references the previous one makes it harder for a client to claim they didn’t know the invoice was overdue. That documentation matters.
Template 3: Day 14 — firm notice
Subject: Invoice #[number] — 14 days overdue, response required
“Hi [Name],
Invoice #[number] for $[amount] is now 14 days past its due date of [date], and I have not received payment following two previous reminders.
A late fee of [X]% per month applies to outstanding balances under our agreement. Please arrange payment within 48 hours, or contact me directly to discuss.
[Your name]“
Template 4: Day 21 — final notice
Subject: FINAL NOTICE — Invoice #[number], $[amount] + late fees
“Hi [Name],
This is a final notice for invoice #[number]. The original amount of $[amount] plus accumulated late fees of $[fee amount] totals $[total]. This balance has been outstanding since [original due date].
I have sent three previous reminders without receiving payment or a substantive response.
If payment is not received by [date — 7 days from now], I will proceed with [small claims court / collections / legal referral]. I have documented all communications related to this invoice.
[Your name]“
Template 5: Payment plan offer
Subject: Invoice #[number] — payment plan option
“Hi [Name],
I understand cash flow can be tight. If paying the full $[amount] immediately is a challenge, I’m open to splitting it:
$[half] on [date] and $[half] on [date].
Please confirm this arrangement by reply and I’ll send a revised invoice.
[Your name]“
Running your sequence in Waco
Waco makes it easy to send these follow-ups at the right time. You can see which invoices are overdue, when the client last opened them, and send the next follow-up with the invoice link already embedded. The activity log shows every open and send event — so when you reach step four, your paper trail is already built.
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