Many businesses find managing their accounts receivable daunting. Yet, it can be reasonably simple if you have the right tools to support you and your staff. This article provides foundational knowledge you’ll need to create accounts receivable credit and collections templates specific to your business needs. Invoice follow-up emails are essential for both small and major corporations, especially those that are past due. The probability that your business will never be paid rises each day after the invoice due date. Each message you write regarding your past-due invoice ought to be well-thought-out because you know how much cash flow matters to businesses and business owners. An invoice email needs to be written and formatted correctly to be effective. More significantly, it needs to be tailored to the circumstance. Here are the top email templates for invoices to follow up on outstanding debts. Please note that everything included in italicized [square brackets] is merely a placeholder that you should fill in with the relevant details for your invoices.

In your initial invoice, you should provide a summary of the job you completed for the client. You should state if you bill by the project or the amount of time invested.

You should also include your rate, so the client understands how much you are billing. To avoid unpleasant surprises when you send out your first invoice, it is a good idea to include any additional costs that the client’s payment might not cover.

Dear [Client],
I hope you are well.
Please find the attached invoice [number] for [completed project]. The invoice is due by [date].
If you need clarification or have any issues, don’t hesitate to contact us.
For your convivence, we now have the option of paying your bill online! You can review your invoices and make a payment by clicking the link here.
Best regards,[Your name and email signature]

When sending a reminder invoice, there is only one duty you need to focus on: making sure the conditions are ideal for your customer to be able to pay. This courteous reminder should be sent seven days before an invoice is due.

In addition to ensuring that your invoice is fresh in their minds and making it harder for them to forget to pay, this strategy helps establish and maintain a good working relationship.

Hi ,
I hope you’re doing okay during this tumultuous time.
Just a quick email to let you know that the payment for our invoice with reference number invoice , in the amount of , is due on the .
I would appreciate it if you could confirm that everything is on track for the payment.
For your convivence, we now have the option of paying your bill online! You can review your invoices and make a payment by clicking here.
Best regards

When a client has multiple unpaid invoices, we advise sending this considerate reminder before the bills are due. There is still a chance of getting paid, but this should be the final email of reminders before you start warning the customer that you will be initiating legal action against them.

Inform your client of the untenable nature of the issue. You can set the correct tone by using the following template.

Hi ,
I hope you’re keeping well during this time of uncertainty. I just wanted to send you a quick reminder to pay the outstanding invoices listed below by their upcoming due dates.

If you let me know that the payment is proceeding as planned, I would greatly appreciate it.
For your convivence, we now have the option of paying your bill online! You can review your invoices and make a payment by clicking here.
Best regards

Your customer’s initial call to action comes in the email you send one day after the payment is due. In light of that, please make an effort to keep it short and informal.

Remember, you are only reminding the consumer at this point; they are not late with their payment.

Hi ,
We hope you’re keeping well during this time of uncertainty.
We wanted to drop you a gentle reminder that we have yet to receivepayment from you of in respect of ourinvoice , which was due for payment on .
I understand this may be a busy time for you, so I would greatly appreciate it if you could let me know when we can anticipate receiving payment.
For your convivence, we now have the option of paying your bill online! You can review your invoices and make a payment by clicking here.
Best regards

When a customer’s invoices are past due for multiple dates, we advise sending them this considerate early reminder. Additionally, it would be good if you suggested different payment methods. To have excellent relationships with your customers during a recession, we encourage being flexible because there may be a solid reason they cannot pay for a long period.

Hi ,
We are yet to receive payment from you for the unpaid invoices listed in the table below.

These invoices have a combined balance due of:
.
I would greatly appreciate it if you could let me know when we can anticipate receiving payment for these invoices.
For your convivence, we now have the option of paying your bill online! You can review your invoices and make a payment by clicking here.
Best regards

As we discovered in the section above, several factors must be considered when sending late payment reminder emails. You need to be familiar with the email-sending schedule, know what to include, and know how to write it.

In other words, you need to manage to send these reminders efficiently.

If you are tired of tracking unpaid invoices, follow-up schedules, and copy-pasting email templates, please contact us to learn how SpurtCloud Automation can put your Account Receivable on Auto-Pilot.