How to chase an unpaid invoice (with three email templates)
Send a friendly reminder the day after an invoice falls due, with the invoice attached again. If it is still unpaid a week later, send a firmer note, and a week after that, a final one before you call.
Written by Flowfetti's founder, a working Pilates and Yin yoga instructor who invoices studios every week. Updated 3 October 2026.
Why the first reminder should be quick
A late invoice is usually a forgotten one. It went to an inbox that was busy that week, or to someone who passed it on. A reminder the day after the due date catches it while it is still easy to pay, and because it is so prompt it reads as your routine, not as a complaint.
Three reminders you can copy
Replace anything in [square brackets]. Attach the invoice every time, so nobody has to go looking for it.
1. The friendly reminder
Send the day after the due date.
Subject: Invoice [number] - friendly reminder
Hi [name],
A quick note that invoice [number] for [what it was for] was due on [due date]. I have attached it again in case it went astray.
You can pay into [account name], BSB [BSB], account [number], with [invoice number] as the reference.
Thanks so much,
[Your name]
2. The firmer reminder
Send about a week after the first.
Subject: Invoice [number] - now [number] days overdue
Hi [name],
Following up on invoice [number] for [amount], which was due on [due date] and is still showing as unpaid. I have attached it again.
Could you let me know when I can expect payment? If there is a problem with the invoice, tell me and I will sort it out.
Thanks,
[Your name]
3. The final reminder
Send about a week after the second.
Subject: Invoice [number] - final reminder
Hi [name],
Invoice [number] for [amount] is now [number] weeks overdue. I have attached it again.
Please arrange payment by [date]. If it is not paid by then, I will [pause further sessions / call you to discuss it], and I would rather not have to.
Thanks,
[Your name]
Make the invoice easy to pay in the first place
- A clear due date, rather than "payment terms apply".
- Bank details with the invoice number as the reference.
- Dates on every line, so the person paying can check it in a minute.
- Sent to the right person: the accounts email, not only the person who booked you.
Each of those is built into the free invoice maker.
If it still is not paid
Call. A short, friendly phone call clears most of what three emails could not, because it usually turns out to be something simple: a wrong email address, a missing purchase order number, or a person on leave. Keep a note of what was said and when. If an invoice stays unpaid after that, your state's small business commissioner can point you to the next step.
General information, not legal advice. For your own situation, check with your state's small business commissioner or a lawyer.
Questions people ask
When should I send a reminder for an overdue invoice?
The day after it falls due. Most late invoices are a missed email, not a refusal, and a reminder that arrives quickly reads as routine rather than personal.
Can I charge a late fee on an overdue invoice?
Only if it was agreed before the work, for example in terms the client accepted. A late fee added after the fact is unlikely to be paid and can sour the relationship.
How many reminders should I send?
Three is usually enough: a friendly note the day after the due date, a firmer one a week later, and a final one a week after that. Then pick up the phone.
Should I keep teaching a client who has not paid?
That is your decision, but it is reasonable to pause new sessions until an overdue invoice is paid, as long as you say so plainly and kindly before the next session.
Rather never write these again?
Flowfetti sends polite overdue reminders for you, with the invoice attached, and stops the moment it is paid.
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