Overdue invoice reminder email templates for accounting firms

Three days before the due date. Most invoices get paid before they are ever late.

Email templateSubject: Quick heads-up — invoice {{invoice_number}} is due {{due_date}}Hi {{first_name}},

Just a friendly heads-up that invoice {{invoice_number}} for {{amount}} is due on {{due_date}}. No action needed if it's already scheduled — otherwise you can pay it here: {{payment_link}}.

Thanks!
{{your_name}} · {{firm_name}}

A week past due. Warm, human, zero pressure — this is usually all it takes.

Email templateSubject: Checking in on invoice {{invoice_number}}Hi {{first_name}},

Hope you're well. Invoice {{invoice_number}} ({{amount}}) slipped past its due date of {{due_date}}, so I wanted to check it reached you okay. Here's the invoice again if it's easier: {{payment_link}}.

If payment is already on its way, please ignore this — and thank you.

Best,
{{your_name}} · {{firm_name}}

The conversation is now about the number. Clear line items, due date, total outstanding.

Email templateSubject: Invoice {{invoice_number}} — now {{days_late}} days overdueHi {{first_name}},

Invoice {{invoice_number}} for {{amount}} is now {{days_late}} days past its due date of {{due_date}}.

Could you confirm the expected payment date? If there's a problem with the invoice, let me know today and we'll sort it out.

Total currently outstanding on your account: {{total_due}} — details attached.

Regards,
{{your_name}} · {{firm_name}}

Escalated tone with a deadline. Where late fees and paused work get mentioned.

Email templateSubject: Action needed — invoice {{invoice_number}}, {{days_late}} days overdueHi {{first_name}},

Invoice {{invoice_number}} ({{amount}}) remains unpaid, now {{days_late}} days past its due date. As set out in our terms, a late fee of {{late_fee}} now applies, and further work on your account is paused until the balance is cleared.

Total now due: {{total_due}} — details attached. Please arrange payment by {{deadline}}.

Regards,
{{your_name}} · {{firm_name}}

The last word before collections, then repeated every 14 days until the invoice is settled.

Email templateSubject: Final notice before recovery — invoice {{invoice_number}}Hi {{first_name}},

Despite repeated reminders, invoice {{invoice_number}} ({{amount}}) is still unpaid, now {{days_late}} days overdue.

This is a final notice. If we don't receive payment by {{deadline}}, your account will be referred to our collections process. To avoid that, you can pay now here: {{payment_link}}.

Total outstanding: {{total_due}}.

Regards,
{{your_name}} · {{firm_name}}