Invoice follow up email: polite reminders written for you
Asking a client to pay is uncomfortable, so overdue invoices often sit for weeks. This prompt has your todo.is agent write a set of follow-up emails that get firmer step by step, and it can remind you on the right days to send the next one.
The prompt
- Write invoice follow up emails for invoice [INVOICE NUMBER] to [CLIENT NAME AND CONTACT]. The amount is [AMOUNT], it was due on [DUE DATE], and our payment terms are [PAYMENT TERMS]. Write 3 emails: a friendly reminder now, a firmer one 7 days later, and a final notice 14 days later that mentions [WHAT HAPPENS NEXT]. Each under 120 words, polite, with the invoice number, amount and due date in the first lines, and the payment link or details: [HOW TO PAY]. Attach the invoice if I include it. Save the first one as a Gmail draft in the thread with the client, and remind me on WhatsApp when it is time to send the next one.
What to change
- [INVOICE NUMBER]: E.g. "INV-1042". You can attach the invoice PDF and your agent reads the details.
- [CLIENT NAME AND CONTACT]: Who to write to, e.g. "Mark Ellis, accounts at Northgate Media".
- [AMOUNT]: The amount and currency, e.g. "€2,400".
- [DUE DATE]: When it was due, e.g. "30 September".
- [PAYMENT TERMS]: From your contract, e.g. "net 30" or "14 days, 2% late fee per month".
- [WHAT HAPPENS NEXT]: Your next step if unpaid, e.g. "pausing work", "a late fee as per our contract".
- [HOW TO PAY]: A payment link or bank details, written exactly as the client should see them.
Example result
- Email 1: friendly reminder (today)
- Subject: Invoice INV-1042 for €2,400, due 30 September
- Hi Mark,
- I hope the campaign launch went well. A quick reminder that invoice INV-1042 for €2,400 was due on 30 September, and I have not seen the payment come through yet.
- I have attached the invoice again. You can pay by bank transfer to the details on page 1, or with this link: pay.example.com/inv-1042
- If it is already on its way, please ignore this. Thanks!
- Best,
- Ana
- Email 2: firmer follow-up (in 7 days)
- Subject: Second reminder: INV-1042 now 15 days overdue
- Hi Mark, invoice INV-1042 for €2,400 is now 15 days overdue. Could you let me know when it will be paid, or if anything is holding it up? I am happy to help if you need a copy or a PO number.
- Email 3: final notice (in 14 days)
- Subject: Final notice: INV-1042
- Hi Mark, invoice INV-1042 for €2,400 is now 22 days overdue. As set out in our contract, I will pause work on the next project and add a late fee of 2% per month if the payment is not received by 29 October. I would much rather settle this simply, so please reply with a payment date.
- Good to know
- • Send email 1 to your contact and copy the accounts team
- • Keep every email in the same thread so there is a clear record
How to do it with todo.is
- Copy the prompt and add the invoice details in the [brackets], or attach the invoice PDF.
- Paste it into the todo.is app or send it to your agent on WhatsApp or Telegram.
- Your agent writes 3 emails, saves the first as a Gmail draft and sets reminders for the others.
- Ask for a softer or firmer tone, or a version in another language, and it rewrites them.
Tips
- Send the first reminder within a few days of the due date. The longer you wait, the harder it is to collect.
- Copy the client’s accounts team. Your contact may not be the person who actually pays.
- Attach all overdue invoices in one go and ask for "one email per invoice". Your agent handles them together.
- Ask your agent to "check my Gmail every Friday for replies about unpaid invoices" so nothing slips.
FAQ
- When should I send an invoice follow up email? A friendly reminder a few days before or right after the due date, a firmer one about a week later, and a final notice about two weeks after that is a common rhythm.
- How do I ask for payment politely? Keep it short, assume good intent, and make paying easy: include the invoice number, amount, due date and a payment link in the first lines.
- Does the agent send the emails automatically? It saves them as drafts in your Gmail and reminds you when to send each one. It asks for your OK before sending anything.
- Can I charge a late fee? Only if your contract or terms allow it, and rules differ by country. Mention it in the final notice only if it is in your agreement.
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