Get paid on time without the awkward chase.

Chasing invoices is the part of running a business nobody enjoys, so it gets put off, and late invoices turn into very late invoices. Most late payers are not refusing; they forgot, or the invoice got buried.

A short, polite sequence sent on schedule solves most of it. Written once, it can run automatically from your accounting tool or CRM, and you only step in for the rare real problem.

How to use it

• Check your payment terms are clear on every invoice: due date, how to pay, and any late fee you actually intend to apply.
• Run the prompt once and load the messages into your invoicing tool (QuickBooks, Xero, FreshBooks or your CRM) as automatic reminders.
• Call personally before the final notice. A friendly phone call often settles it the same day.

Write an invoice reminder sequence for my business.

Business: [name], [what we do]
Payment terms: [e.g. due in 15 days, e-transfer or card via payment link]
Late fee policy (only if written in our terms): [details or "none"]
Our voice: [e.g. friendly and professional, first names]
Sender: [name, role]

Write these messages, each as an EMAIL (subject + under 100 words) and a TEXT (under 250 characters):
1. 3 days before due: friendly heads-up with the amount, due date and payment link.
2. On the due date: a short reminder.
3. 7 days overdue: polite, assumes it slipped through, asks them to reply if there is an issue.
4. 21 days overdue: firmer, states the overdue amount and what happens next under our terms, offers a call to sort it out.
5. 35 days overdue: final notice, calm and clear, with a specific date and the next step.

Use [first name], [invoice number], [amount], [due date] and [payment link] as merge fields. Never threaten or shame. Never mention fees or actions that are not in my terms. Canadian English.

Good habits

• Invoice the day the work is done. The longer you wait, the longer they wait.
• Make paying easy: a payment link in every message.
• Stay polite at every step. A firm, friendly tone gets paid and keeps the client.
• Have a clear limit for when you pause work or pass the account to collections.

Only charge interest or late fees that are in your written terms and agreed with the client. For large or disputed amounts, get advice before taking further steps.