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How to chase an invoice that's overdue

Three tones for asking to be paid, from a gentle nudge to a real deadline.

3 min read

When to use this

An invoice is past its due date and the client has gone quiet. Do not wait until it feels awkward. Do not open with an accusation. An accusation reads as a threat to a client you want to keep.

Three variants

Same situation, three different stances.

Short
Hi [Client name],

Just flagging that invoice [invoice number] for [amount], due [due date], hasn't come through yet. No rush on the explanation. Could you confirm the date it will be paid? I'm happy to resend the invoice or the payment details if that's easier.

Thanks,
[Your name]
Warm
Hi [Client name],

I hope things are going well. I noticed that invoice [invoice number], for [amount], is now past its due date of [due date]. These things slip through, so this is a friendly nudge. Could you tell me when payment is likely to land? I'm glad to resend anything you need.

Best,
[Your name]
Firm
Hi [Client name],

Invoice [invoice number] for [amount] is now well past its due date of [due date]. Please arrange payment within the next five business days. If there is a reason for the delay that I don't know about, tell me today. Then we can fix it before it becomes a bigger conversation.

[Your name]

Why this works

  • It puts the invoice number and amount in the first line, so the client has nothing to look up.
  • It asks for a date, not a yes or a no. A date is much harder to leave unanswered.
  • It offers to resend the invoice, so "I can't find it" is no longer a reason to stay quiet.
  • The three tones raise the deadline step by step. None of them jumps straight to a threat.

Before you send

What to change.

[Client name]
The client or contact you bill.
[invoice number]
Your invoice number or reference.
[amount]
The amount owed.
[due date]
The date the invoice was due.
[Your name]
Sign with your own name, or your company's.

Questions

Fair questions, straight answers.

How long should I wait before sending the firm version?

Give the short version a few days. Send the warm one about a week later. Keep the firm version for an invoice that is several weeks overdue.

What if the client disputes the amount?

Stop chasing and start a conversation. A dispute needs a real reply about the specific charge. Another automatic nudge will not help.

Where Beemy fits

Most people put off chasing money longer than any other email. Beemy can track an invoice thread against its due date. It drafts the next nudge in your own tone and holds it for your approval until you are ready to send. Live today on Gmail.

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