Payment reminder generator: past due invoice text and email
A payment reminder that gets paid has four things: the invoice number, the amount, what the work was and a payment link. Fill in the fields, pick the tone for how late it is, and copy the text or the email.
Text message
Runs in your browser. Nothing you type is sent or saved. The names and amounts loaded here are examples.
A reminder schedule that works
Scroll sideways to see every column.
| When | Tone | Who sends it |
|---|---|---|
| 1 day after due | Friendly | Office, by email |
| Day 7 | Friendly | Office, by text if the customer agreed to texts |
| Day 14 | Firm | Office |
| Day 30 | Last reminder, then a phone call | Owner |
Stop the sequence the moment the customer pays or replies. A reply means a person answers next.
What to leave out
- No threats or legal language in a text.
- No late fee the contract does not allow. Late fees and collection steps depend on your contract and state law.
- No reminder on a paid invoice. Check the books before every send.
General information, not legal advice.
Running it from the books
Reminders work when they come from real balances. Alvin can read the aging report in QuickBooks each morning, draft the right reminder for each overdue invoice, hold it for approval and stop when payment posts. See payment reminder templates and invoice follow-up.
Frequently asked questions
How do you politely ask for payment on a past due invoice?
State the invoice number, the amount and the work, say it is past due, and give a payment link. Offer a way to raise a question about the bill. Keep it to a few sentences.
How many payment reminders should I send?
A common pattern is one the day after the due date, then at about 7, 14 and 30 days, with the last one followed by a phone call from the owner. Stop as soon as the customer pays or replies.
Can I text a customer about an unpaid invoice?
Often yes for customers who gave you their number for messages about their job, but texting rules vary by state and provider. Identify your business, honor opt-outs and check the rules that apply to you. This is not legal advice.
The math is the easy part. Alvin does the office work after it.
Alvin is the personal assistant for home services businesses. Your team asks in the app or forwards an email, and Alvin does the work across QuickBooks, your CRM and your suppliers. Anything that spends money or goes to a customer waits for your approval.