Nobody enjoys asking for money they're already owed. But a well-timed, well-worded reminder is the difference between getting paid this week and writing off the invoice in six months.
Below are seven templates for every stage of the chase — from the friendly nudge to the final notice — plus guidance on when to send each one.
Why timing matters as much as wording
Most late payments aren't malicious — they're forgotten. A reminder sent the day after the due date reads as helpful. The same reminder sent five weeks late reads as an alarm bell. AutoChase's default cadence (Day+1 gentle, Day+5 follow-up, Day+10 final) exists because that spacing gets the highest response rate without souring the relationship. If the idea of sending any of these still makes you wince, here's why that awkwardness happens and how to remove it.
1. The pre-due-date heads-up (optional, send 3 days before)
Subject: Invoice #[number] due [date]
Hi [Name],
Just a quick heads-up that invoice #[number] for [amount] is due on [date]. No action needed if you've already got it scheduled — just flagging it in case it slipped through.
[Payment link / bank details]
Thanks,
[Your name]
2. Day +1 — the gentle nudge
Subject: Invoice #[number] — quick reminder
Hi [Name],
Hope you're well. Just noticed invoice #[number] for [amount] was due yesterday — wanted to flag it in case it got buried. You can pay directly here: [payment link].
Let me know if you need anything from me to process it.
Thanks,
[Your name]
This is the exact tone AutoChase's default "gentle" template uses — friendly, assumes good faith, includes a direct pay link so there's zero friction to act.
3. Day +5 — the follow-up
Subject: Following up — invoice #[number]
Hi [Name],
Following up on invoice #[number] ([amount]), now 5 days overdue. If there's an issue on your end — a query about the invoice, a delay in your approval process — just let me know and I'll help sort it.
Otherwise, you can pay here: [payment link].
Thanks,
[Your name]
4. Day +10 — the final notice
Subject: Invoice #[number] — now 10 days overdue
Hi [Name],
Invoice #[number] for [amount] is now 10 days overdue. I need this settled this week — please let me know today if there's a problem, otherwise I'll assume payment is on its way.
Pay directly: [payment link]
[Your name]
5. The "no response yet" check-in
Subject: Did you get my last email?
Hi [Name],
I sent a couple of reminders about invoice #[number] and haven't heard back — just want to make sure they didn't land in spam. Can you confirm receipt and let me know a payment date?
6. The late fee notice (if you charge one)
Subject: Invoice #[number] — late fee now applies
Hi [Name],
As outlined in our agreement, a late fee of [X%] now applies to invoice #[number] as it's passed [X] days overdue. Updated total: [new amount]. Happy to discuss if this is unexpected.
7. The thank-you (send the moment it's paid)
Subject: Payment received — thank you!
Hi [Name],
Got it — thank you for settling invoice #[number]. Really appreciate you sorting that quickly. Looking forward to the next project.
The problem with doing this manually
Templates solve the wording problem. They don't solve the remembering problem — you still have to track which invoices are overdue, calculate the right day to send each one, and actually go do it, every time, for every client.
That's the part AutoChase automates: turn on auto-chase for any invoice and it sends the gentle → follow-up → final sequence automatically, on the right day, every time — plus a branded public payment page your client can pay from with one click. Free for up to 3 invoices, no card required.