How do I politely remind a customer to pay an invoice?

Keep it short and friendly, assume they forgot, and put the invoice number, amount, due date and how to pay near the top. Attach the invoice again and say “if you’ve already paid, please ignore this”.

When should I send an overdue invoice reminder?

1 to 3 days after the due date. Then a second reminder and a call at about a week, a formal reminder at two weeks and a final notice at about 30 days.

What should the subject line of an invoice reminder say?

The invoice number and where it’s at: “Invoice 1042 is due Friday”, then “Reminder: invoice 1042 was due Friday”, then “Overdue: invoice 1042, $880”. Short, factual subject lines are easy to find in an inbox later.

Do invoice reminder emails need an unsubscribe link?

A reminder that only covers an invoice for work already done usually isn’t a commercial message under the Spam Act. Add marketing to it and it can become one, which needs consent and an unsubscribe. Always say who it’s from.

Can I add a late fee to a reminder?

Only if the late fee or interest was in the terms your customer agreed to before the job. A fee that works as a penalty, or an unfair term in a standard form contract, can be unenforceable or illegal.

Can AI send my invoice reminders?

Yes. LeadAI’s Carol sends the payment reminders you’ve approved, chases deposits and checks what’s been paid, inside the hours and limits you set. Disputes and payment plans come back to you.

Overdue Invoice Reminder Email Templates for Tradies

The short answer

Send a friendly heads-up a few days before the due date, a polite reminder 1 to 3 days after it, a second reminder and a phone call at about a week, a formal reminder at two weeks and a final notice before a letter of demand at about 30 days. Put the invoice number, the amount, the due date and how to pay near the top, attach the invoice, and stay polite. Keep to no more than 3 contacts a week or 10 a month, and keep reminders free of marketing.

When to send each one

Invoice reminder timings
When	Message
A few days before it’s due	1. Friendly heads-up
1 to 3 days late	2. Polite reminder (email or text)
About 7 days late	3. Second reminder, and ring them
About 14 days late	4. Formal reminder
About 30 days late	5. Final notice before a letter of demand
When they pay	6. Thank you
When they ask for more time	7. Payment plan, confirmed in writing

Timings follow Xero’s advice: a polite reminder 1 to 3 days after the due date, a call or formal reminder within 14 days, and a letter of demand after 30 days.

1. Before it’s due: a friendly heads-up

Subject: Invoice [1042] is due on [Friday 21 November]

Hi [name],

Just a quick heads-up that invoice [1042] for [the job] is due on [Friday 21 November]. The amount is $[amount] including GST.

You can pay by bank transfer to BSB [000-000], account [00000000], using [1042] as the reference.

Any questions, just reply or ring me on [phone].

Thanks,
[Your name]
[Business name] · ABN [number]

2. 1 to 3 days late: a polite reminder

Subject: Reminder: invoice [1042] was due [Friday]

Hi [name],

Just a reminder that invoice [1042] for $[amount] was due on [Friday 21 November]. I’ve attached it again in case it got buried.

If you’ve already paid, thank you, and please ignore this. If not, you can pay to BSB [000-000], account [00000000], reference [1042].

Thanks,
[Your name]
[Business name] · [phone]

Text

Hi [name], it’s [your name] from [business]. Just a reminder invoice [1042] for $[amount] was due [Friday]. Pay to BSB [000-000] acc [00000000], ref [1042]. If you’ve already paid, thanks, and please ignore this.

3. About a week late: a second reminder and a call

Send this, then ring the same day. Ask when they can pay, and write down what they say and when. Ring between 7:30am and 9pm on weekdays or 9am and 9pm on weekends, in their local time.

Subject: Invoice [1042] is now a week overdue

Hi [name],

Invoice [1042] for $[amount] is now a week past its due date of [Friday 21 November]. A copy is attached.

Could you let me know when you’ll be able to pay? If there’s a problem with the invoice or the work, tell me and I’ll sort it out.

I’ll give you a ring [today] to check in.

Thanks,
[Your name]
[Business name] · [phone]

4. About two weeks late: a formal reminder

Subject: Overdue: invoice [1042], $[amount]

Dear [name],

Our records show invoice [1042] for $[amount], due on [21 November 2026], is still unpaid. It is now [14] days overdue. A copy is attached, with [the accepted quote / our payment terms].

Please pay the full amount by [date, 7 days from today]. If you can’t pay in full by then, please contact me before that date so we can agree on a plan.

If you’ve paid in the last few days, please send me the payment details so I can match it up.

Regards,
[Your name]
[Business name] · ABN [number] · [phone]

5. About 30 days late: a final notice before a letter of demand

Only mention action you’re genuinely prepared to take, keep it polite, and make sure nothing in it is false or misleading. Only add interest or a late fee if it was in the terms the customer agreed to before the job. business.gov.au has a free letter of demand template for the next step.

Subject: Final notice: invoice [1042], $[amount] overdue

Dear [name],

Invoice [1042] for $[amount], due on [21 November 2026], is now [30] days overdue. We sent reminders on [dates] and rang on [date].

Please pay the full amount by [date, 7 days from today]. If it isn’t paid, or we haven’t agreed on a payment plan by then, we will send a formal letter of demand and may [lodge a claim with (tribunal or court) / refer the debt to a collection agency].

If you dispute any part of the invoice, please tell me in writing before that date.

Regards,
[Your name]
[Business name] · ABN [number] · [phone]

6. When they pay: a thank you

Text

Hi [name], it’s [your name] from [business]. Payment for invoice [1042] came through today. Thanks very much, it was good doing the job for you.

7. When they ask for more time: confirm the plan in writing

Subject: Payment plan for invoice [1042]

Hi [name],

Thanks for getting back to me. As we agreed on the phone today, you’ll pay invoice [1042] ($[amount]) in [3] payments:

• $[amount] by [date]
• $[amount] by [date]
• $[amount] by [date]

Please use [1042] as the reference each time. If anything changes, let me know before a payment is due.

Thanks,
[Your name]
[Business name] · [phone]

The rules every reminder has to meet

No more than 3 contacts a week, or 10 a month, per account. The ACCC and ASIC debt collection guideline applies to businesses chasing their own debts, not just debt collectors.
Calls between 7:30am and 9pm on weekdays and 9am and 9pm on weekends, in the customer’s local time, and none on national public holidays.
No threats, no pressure tactics and nothing misleading. The Australian Consumer Law bans undue harassment and coercion when you ask for payment.
Don’t tell anyone else about the debt. Send reminders to the contact details the customer gave you, and if they ask for a different way to be contacted, use it.
Keep reminders to the facts of the invoice. ACMA lists payment reminders among messages that usually aren’t spam, but add a special offer or a plug for another service and it can become a commercial message that needs consent and an unsubscribe.

Automatic reminders in your accounting software

Xero and QuickBooks can both email invoice reminders automatically, before or after the due date, on a schedule you set. Check whether your own software does the same, and paste the wording above into it so the reminders sound like you.

The calls, the payment plans and the customers who reply with a question still need someone to handle them.

Where AI staff fit

LeadAI’s Carol chases deposits before the job goes in the diary, sends the payment reminders you’ve approved and checks what’s been paid. You set the wording, the timing and how often she follows up. Disputes, payment plans and write-offs always come back to you.

Carol is part of the Growth plan: five AI staff for $950 a quarter plus GST, about $2.08 a day each.

Questions people ask

How do I politely remind a customer to pay an invoice?: Keep it short and friendly, assume they forgot, and put the invoice number, amount, due date and how to pay near the top. Attach the invoice again and say “if you’ve already paid, please ignore this”.
When should I send an overdue invoice reminder?: 1 to 3 days after the due date. Then a second reminder and a call at about a week, a formal reminder at two weeks and a final notice at about 30 days.
What should the subject line of an invoice reminder say?: The invoice number and where it’s at: “Invoice 1042 is due Friday”, then “Reminder: invoice 1042 was due Friday”, then “Overdue: invoice 1042, $880”. Short, factual subject lines are easy to find in an inbox later.
Do invoice reminder emails need an unsubscribe link?: A reminder that only covers an invoice for work already done usually isn’t a commercial message under the Spam Act. Add marketing to it and it can become one, which needs consent and an unsubscribe. Always say who it’s from.
Can I add a late fee to a reminder?: Only if the late fee or interest was in the terms your customer agreed to before the job. A fee that works as a penalty, or an unfair term in a standard form contract, can be unenforceable or illegal.
Can AI send my invoice reminders?: Yes. LeadAI’s Carol sends the payment reminders you’ve approved, chases deposits and checks what’s been paid, inside the hours and limits you set. Disputes and payment plans come back to you.

Sources

More guides

How to chase unpaid invoices as a tradie in Australia
Reminder timings that work, the contact rules you have to stay inside, letters of demand, Security of Payment and small claims limits by state.
Quote template for tradies: what to include, plus a layout to copy
What every quote needs, a layout and cover email you can copy, the GST and pricing rules, and when a quote has to become a written contract.
Which office jobs can a tradie hand to AI in 2026, and which to keep
Job by job: what AI can take off your plate today, what should stay with you, and how to start without losing control.

Overdue invoice reminder emails: 7 templates for tradies