Collections
How to write an overdue invoice reminder email
A practical reminder template, a pre-send checklist, and a clear way to handle payments or billing questions that arrive afterward.
A useful invoice reminder identifies the invoice, states the current unpaid amount and original due date, links to a secure payment page, and gives the customer an easy way to raise a question. Check for recent payments and unresolved billing issues before sending it.
Check the balance before you contact the customer
Start with the record behind the invoice. Confirm the recipient, invoice reference, original due date, credits and payments already received. A reminder for the original total can confuse a customer who has already made a partial payment.
- Use the remaining amount, with its currency.
- Check whether payment is processing or recorded in another system.
- Review open billing questions and any collection hold.
- Choose one person to own the next response.
A straightforward overdue invoice email template
Replace every bracketed field and review the message before sending. The payment link should open a publicly accessible, secure page.
Subject: Invoice [reference] — payment reminder
Hi [name],
Our records show [currency and remaining amount] outstanding on invoice [reference], originally due [date], for [short description].
You can review the balance and payment options here: [secure payment link].
If you have already paid, please reply with the payment date and reference so we can check our records. If something on the invoice looks incorrect, let us know what you would like us to review.
Thank you,
[name and business]
[billing contact]
Keep the tone factual. Include only charges and terms you can support from the underlying agreement and records.
Handle the reply before scheduling another reminder
A payment confirmation, a request for more time and an incorrect-charge question need different next steps. Reconcile a payment against the balance. Record a payment commitment with an amount and date. Review an invoice question before continuing collection follow-up.
In Resolvely, an active billing-question hold blocks new collection follow-up and Checkout while your team reviews the issue. An incoming payment still reconciles. Closing one review does not remove a separate active hold.
Put the reminder in the balance workflow
With Ops access, create a native invoice or import an existing USD balance, check the customer details, and approve the collection request. The customer receives an invitation to verify their email and open the balance in the Portal. Reminders require consent and approval for each send; they are not unattended collection campaigns.
See how to request payment for a balance and manage follow-up and reminders. If you also use Stripe’s own invoice emails, review those settings so your team understands which system is contacting the customer. Stripe documents its separate email controls.