How to Send Invoice Reminder Emails That Actually Get Paid (2026 Guide)

Send your first reminder 3-5 days before the due date as a friendly heads-up. This proactive approach catches customers who intended to pay but haven't scheduled it yet, and surfaces any issues while there's still time to resolve them.

A typical sequence includes: pre-due reminder (3-5 days before), due date reminder, 3-day overdue follow-up, 7-day firm reminder, 14-day serious notice, and 30-day final notice. Adjust based on your customer relationships and industry norms.

Start friendly and progress to more formal. Early reminders should feel like helpful notes from a colleague. As payments become more overdue, shift to professional concern, then formal documentation. Avoid aggressive or threatening language throughout.

Include a one-click payment link in every reminder—this can improve payment rates by 30% or more. Make the link prominent, reduce clicks required to pay, and offer multiple payment methods including cards, bank transfers, and local methods like iDEAL.

Yes, automation ensures consistency and saves time. Set up automated sequences for pre-due and early overdue reminders. Reserve manual follow-up for seriously overdue invoices (14+ days) where a personal touch can make a difference.

Stop automated reminders immediately until the dispute is resolved. Address their specific concerns, correct the invoice if the dispute has merit, or explain clearly why it's accurate with documentation. Only resume reminders after resolution.