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How to Follow Up on an Unpaid Invoice: 3 Email Examples
If a freelance invoice is overdue, reply in the original invoice thread. Include the invoice number, balance and due date, link to the invoice, and ask for the expected payment date. If the client has already given you a date, follow up after that date passes.
Before you send anything, check whether the transfer has arrived, a credit has been applied or the client has queried the bill. Replace the bracketed details below and use the billing contact the client gave you.
1. Before the due date: put the invoice within reach
A courtesy reminder makes sense when the client needs a purchase order or has a weekly payment run. If you agreed to send reminders only after the due date, skip this email.
Subject: Invoice [number] is due on [date]
Hi [name],
A quick reminder that [amount] for [project] is due on [date]. Here’s the invoice again: [invoice link].
Do you have everything you need to process it?
Thanks,
[your name]
2. Just overdue: ask for a payment date
Use this overdue invoice email template when the due date has passed and your records still show a balance. Asking for a date gives the recipient a question they can answer in one line.
Subject: Checking in on invoice [number] for [project]
Hi [name],
I’m following up on invoice [number] for [amount], due on [date]. It’s still showing as open on my end. Could you let me know when payment is scheduled?
Here’s the invoice: [invoice link]. If you’ve already sent payment, the transfer date would help me match it to the invoice.
Thank you,
[your name]
3. After an unanswered reminder: find out what’s holding it up
Reply in the same thread. If the client promised to pay on a particular date, mention that date. Otherwise, refer to the date of your first reminder and give them a clear next step.
Subject: Payment date needed for invoice [number]
Hi [name],
I’m following up on my [date] email about invoice [number]. The outstanding balance is [amount]. Could you confirm by [reply date] when it will be paid, or let me know what’s holding it up?
If someone else approves payments, would you copy them on this thread? I’ve included the invoice here for convenience: [invoice link].
Best,
[your name]
What if the client always pays two days late?
Ask which days their finance team releases payments. For example, a Wednesday due date and a Friday payment run can produce the same two-day delay every month. Once you know the reason, agree on a workable schedule for future invoices. Record the expected payment date beside the current invoice so you know when to check again.
A checklist for your next invoice
If you want a repeatable process for deposits, due dates and follow-ups, our Invoice Routine Bundle includes a checklist, workbook and prompt pack. Here’s a preview from the checklist.
