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How to Invoice a Client Who Hasn't Paid: Email Templates & Scripts

How to Invoice a Client Who Hasn't Paid: Email Templates & Scripts

They haven't paid. The due date passed. Now you need to ask for your money without sounding desperate or rude.

Here are the exact email templates and phone scripts that work.

The Follow-Up Timeline (When to Send Each Email)

Day 5 after invoice sent: Friendly check-in
Day 10 (or due date): Payment reminder
Day 20: Overdue notice (polite but firm)
Day 30: Serious overdue notice
Day 45: Final notice before collections

Email Template 1: Day 5 Check-In (Friendly)

Subject: Quick question about Invoice #123

Hi [Name],

I wanted to make sure you received Invoice #123 for the [job description] we completed on [date]. The total is $[amount] and payment is due on [due date].

If you have any questions about the invoice or need any clarification, just let me know!

Thanks,
[Your Name]
[Your Phone]

Why this works: It's friendly, assumes good intent, and gives them an easy out if they didn't receive it.

Email Template 2: Day 10 Payment Reminder (Still Friendly)

Subject: Payment reminder - Invoice #123 due [date]

Hi [Name],

This is a friendly reminder that Invoice #123 ($[amount]) is due on [due date].

If you've already sent payment, thank you! If not, please let me know if you need anything to process the invoice.

Payment can be sent via:
• Check to: [Your Address]
• Zelle: [Your Phone/Email]
• [Other payment method]

Thanks,
[Your Name]

Why this works: Gives them the benefit of the doubt ("if you've already sent payment"), provides payment options, stays professional.

Email Template 3: Day 20 Overdue Notice (Polite But Firm)

Subject: Invoice #123 now overdue - please advise

Hi [Name],

I'm reaching out regarding Invoice #123 ($[amount]), which was due on [due date] and is now [X] days overdue.

I haven't received payment or heard back on my previous emails. Can you please let me know:

  • When I can expect payment?
  • Is there an issue with the invoice I can help resolve?

I'd appreciate an update by [date — give them 3-5 days].

If payment has been sent, please provide the check number or transaction details so I can track it down.

Thanks,
[Your Name]
[Your Phone]

Why this works: Direct questions force a response. Setting a deadline ("update by [date]") creates urgency. Still professional.

Email Template 4: Day 30 Serious Overdue (Consequences Mentioned)

Subject: URGENT: Invoice #123 - 30 Days Overdue

Hi [Name],

Invoice #123 ($[amount]) is now 30 days overdue (original due date: [date]).

Despite multiple follow-ups, I have not received payment or any communication regarding this invoice.

I need payment within 10 business days to avoid the following actions:

  • Late fees and interest charges (per our agreement)
  • Suspension of future work
  • Referral to collections
  • Mechanics lien filing (if applicable)

If there is a dispute about the work or invoice, please contact me immediately so we can resolve it.

If payment has been sent, please provide proof of payment.

I prefer to resolve this directly rather than escalate further.

Regards,
[Your Name]
[Your Phone]

Why this works: Clear consequences. Shows you're serious but still open to resolving it. "I prefer to resolve this directly" leaves the door open.

Email Template 5: Day 45 Final Notice (Nuclear Option)

Subject: FINAL NOTICE - Invoice #123 ($[amount]) - Action Required

Dear [Name],

This is my final attempt to collect payment for Invoice #123 ($[amount]), now [X] days overdue.

Unless payment is received within 5 business days, I will proceed with:

  • Filing a mechanics lien on the property at [job address]
  • Referring your account to a collections attorney
  • Filing a claim in small claims court
  • Reporting this debt to credit agencies

I have attached a complete record of work performed, invoices sent, and attempts to contact you.

This is your final opportunity to resolve this matter directly before legal action begins.

Contact me immediately at [your phone] to arrange payment.

Respectfully,
[Your Name]
[Your Company]
[Your Phone]
[Your Email]

Why this works: Scary. Legal. Shows you have documentation. Most people pay within a week of receiving this.

Phone Call Script: Day 15-20 (First Call)

Calling is more effective than email. Here's the script:

You: "Hi, this is [Your Name] from [Your Company]. I'm calling about Invoice #123 for the [job description] we completed on [date]. Can I speak with [decision maker or AP department]?"

Receptionist: "Let me transfer you."

You: "Hi [Name], I'm following up on Invoice #123 for $[amount]. It was due on [date] and I haven't received payment yet. Can you tell me the status?"

If they say "I'll look into it":
"Great, when can I expect to hear back? Can you commit to [specific date]?"

If they say "It's in process":
"Can you tell me what step it's at? Has it been approved? What's the check number? When will it be mailed?"

If they give excuses:
"I understand. What do we need to do to get this resolved? Can we set a firm payment date?"

Always end with:
"So just to confirm: I can expect payment/update by [date they committed to], correct? I'll follow up then if I don't receive it. Thanks!"

Why this works: Gets specific commitments. Harder to lie on the phone than via email. Follow-up creates accountability.

Phone Call Script: Day 30+ (Serious Call)

You: "Hi [Name], this is [Your Name]. I'm calling about Invoice #123, which is now 30 days overdue. I've sent multiple emails and haven't heard back. I need to know when I'm getting paid."

Them: [Excuse]

You: "I understand, but I need a firm payment date. If I don't receive payment by [date — give them 5-7 days], I'll have no choice but to file a lien / send to collections / take legal action. I'd rather not do that, but I need to get paid. Can you commit to [date]?"

If they commit:
"Okay, I'll expect payment by [date]. If I don't receive it, I'll proceed with [lien/collections/legal]. I'll send you a confirmation email right now."

If they refuse to commit:
"Okay, then I'll be filing a lien / referring this to my attorney tomorrow. I'll send you formal notice today."

Why this works: Direct. No wiggle room. Forces them to either pay or admit they won't pay.

What NOT to Say

❌ "I really need this money" (sounds desperate)
❌ "You're screwing me over!" (emotional, unprofessional)
❌ "I'm going to ruin your business!" (illegal threat)
❌ "Please, just pay me" (begging doesn't work)

DO say:
✅ "I need payment by [date]"
✅ "What's the status of my invoice?"
✅ "I will proceed with legal action if payment isn't received"
✅ "Can you commit to a payment date?"

The Psychology of Getting Paid

People pay when:

  • You make it easy (give them multiple payment options)
  • You follow up persistently (squeaky wheel gets paid first)
  • You show you're organized (professional invoices, documentation)
  • There are consequences (liens, legal action, damaged reputation)

People DON'T pay when:

  • You're easy to ignore (one email, then silence)
  • You sound desperate (they know you won't escalate)
  • You wait too long (they forget about you)

The Real Secret

The contractors who never chase invoices aren't lucky. They:

  • Invoice immediately (parking lot, not 2 weeks later)
  • Follow up on day 5 (before it's even late)
  • Stay organized (tracking system, reminders)
  • Show they document everything (professional PDFs, timestamps)

When clients know you're on top of it, they don't try to ghost you.