Tell our AI a few invoice details. It writes three professionally-toned reminders — at +3, +7, and +14 days overdue — calibrated to your tone, currency, and client. Routed across Claude and GPT-4 so the drafts arrive in seconds. Free, no signup.
Awaiting your details.
The defaults to the left are pre-filled — hit Draft three replies as-is to see what comes out.
The right reminder cadence balances respect for the client with the reality that you need to be paid. After studying patterns across hundreds of overdue invoices, the most reliable rhythm is short and consistent: a check-in at three days overdue, a follow-up at one week, and a firm reminder at two weeks. Each step gives the client a chance to respond before escalation.
Choose a softer cadence (start at +7) for long-term clients with consistent payment history. Choose a tighter one (start at +1, escalate every 4 days) for new B2B clients whose payment patterns you don't yet know. For high-value invoices over a few thousand dollars, prefer a phone call before the +14 firm email — written escalation alone rarely moves payment when the relationship is at stake.
These are copy-pasteable templates for the most common follow-up scenarios. Replace the bracketed placeholders with the actual invoice details. The generator above produces personalized variants based on your specific tone preference and amount, but these static templates work as a starting point if you prefer to write them yourself.
When to use: Send when an invoice you've issued is approaching its due date and you want to give the client a polite courtesy ping.
Subject: Quick heads-up — invoice INV-014 due {date}
Hi {Client},
Just a quick heads-up that invoice INV-014 ({currency} {amount}) is due in 3 days. No rush at all — just sharing the link in case it's helpful: {link}
Thanks!
{Sender}When to use: Use when an invoice has just slipped its due date — assume good faith, no consequences mentioned.
Subject: Following up on invoice INV-014
Hi {Client},
Just following up on invoice INV-014 ({currency} {amount}), which became due 3 days ago. Wanted to make sure it didn't get lost in the inbox — happy to resend if helpful.
Let me know if anything's needed on my end.
Best,
{Sender}When to use: Use when one full week has passed since the due date — slightly firmer, asks for a status update.
Subject: Status update on invoice INV-014
Hi {Client},
Invoice INV-014 ({currency} {amount}) is now one week overdue. Could you share when payment will be processed? If there's a blocker on your end, let me know and I'll see what I can do to help move it forward.
Best,
{Sender}When to use: Use when two weeks have passed and previous reminders went unanswered — direct, asks for action within a specific window.
Subject: Invoice INV-014 — please advise
Hi {Client},
Invoice INV-014 ({currency} {amount}) has been outstanding for two weeks. Please advise on payment timing within 48 hours, or let me know if there's an issue I should know about.
Looking forward to your reply.
Regards,
{Sender}When to use: Use after 30 days of silence — last chance before considering external steps.
Subject: Final reminder — invoice INV-014
Hi {Client},
I want to flag that invoice INV-014 ({currency} {amount}) is now 30 days overdue. I'd like to resolve this directly before considering further steps.
Please confirm a payment date within 5 business days. If there's a dispute or issue I'm not aware of, I'd much rather hear about it than escalate.
Regards,
{Sender}When to use: Use when an otherwise-prompt client has slipped — keep the relationship warm, assume something's wrong on their end.
Subject: Quick check-in on INV-014
Hey {Client},
Hope you're well! Noticed INV-014 ({currency} {amount}) hasn't come through yet — which is so unlike you that I figured I'd ping in case the original got buried.
Want me to resend? No worries either way.
Thanks,
{Sender}When to use: Use when the client has paid some of the invoice but not all — acknowledge the partial, request the balance.
Subject: Invoice INV-014 — outstanding balance
Hi {Client},
Thanks for the partial payment received on {date}. The remaining balance on invoice INV-014 is {currency} {balance}.
Could you confirm when the balance will be settled? I'll send a corrected receipt once the invoice is fully closed out.
Best,
{Sender}Avoid the word “urgent” in your first reminder — it triggers the recipient's defensive instinct before they've even opened the email. Lead with the invoice number and a soft cue: “Following up on INV-014” consistently outperforms “Urgent: payment overdue” on open rate. Save the firmer language for the second or third email when soft cues have already failed.
Skip “I hope this email finds you well” — it's read as filler and signals you're uncomfortable raising the topic. Get to the ask in the first sentence: “Quick check-in on INV-014, which became due three days ago.” Direct openings respect the recipient's time and frame the email as a routine business matter rather than a confrontation.
One sentence per ask, no hedging. “Could you let me know when payment will be processed?” is a clear question. “I was wondering if you might possibly be able to share roughly when payment could be expected, if that's alright” is not — the recipient will scan, miss the question, and your reminder will sit unanswered.
Don't close with “Sorry to bother you about this” or “I know you're busy.” You're asking to be paid for work you've already delivered — that doesn't require an apology. A simple “Thanks” or “Best” is enough. Apologetic closings train clients to treat your invoices as optional.
The hardest part of writing an invoice reminder is tone calibration. Too soft and the email gets ignored; too firm and the client gets defensive. AI excels at calibration because it has been trained on millions of professional emails and can produce a draft that hits a precise register — friendly, neutral, or firm — faster than you could iterate on your own first draft.
The generator above gives the model three constraints simultaneously: a tone label, a specific overdue stage (+3, +7, or +14 days), and the actual invoice numbers. It then produces three coherent drafts that escalate the right amount between stages — softer at +3, firmer at +14 — without sliding into either passive-aggression or hostility. The output is routed across Claude (Anthropic) and GPT-4 (OpenAI) with DeepSeek and Qianwen as fallbacks, so a single provider outage never takes the tool down.
AI cannot read your relationship with the client. If you are chasing payment from a long-term collaborator who always pays late but always pays, a generic +14 firm reminder can damage the relationship even if the words are technically correct. After generating the drafts, edit the opening line to reference something specific — a recent project, a personal note, the client's known approval cycle. That single human touch turns a generic reminder into a relationship-aware one.
For invoices over a few thousand dollars, or any invoice past 30 days overdue, no AI-generated email will outperform a phone call. Use the AI to draft a follow-up message after the call to confirm what was agreed in writing. The AI is excellent at converting "we agreed payment on the 15th" into a clean confirmation email; it is poor at substituting for the human conversation that produced the agreement.
The model only sees what you type into the form: client name, amount, currency, days overdue, your name, tone. None of that is retained on our servers — your prompt is sent to the AI provider for that one request and discarded. If you do not want the client name sent to a third-party model at all, replace it with “[client]” before generating; the AI will produce the drafts with the placeholder, and you fill the name in afterwards.
Three invoices a month free. Invoice Reminder writes and schedules the follow-ups, stops the second your client pays.