How to follow up on unpaid invoices (with email templates)

Why invoices go unpaid

Late payment is common. In QuickBooks' January 2025 survey of 2,487 US small businesses, 56% reported being owed money, averaging $17.5K per business. 47% had some invoices more than 30 days overdue, and on average nearly 1 in 10 invoices were that late. (QuickBooks small business late payments report, 2025)

The causes behind a late invoice are often ordinary:

• It never reached the right person. It went to a general inbox, a spam folder, or someone who doesn't approve payments.
• It's stuck in an approval process. Larger customers often need sign-off, a purchase order number, or a specific submission portal.
• The details are incomplete or wrong. A missing PO number, the wrong company name, or an unclear amount gives the customer a reason to set it aside.
• Nobody knows how to pay. If paying means digging up bank details or hunting for a link, it gets postponed.
• Cash is tight. Sometimes the customer can't pay yet, and a conversation about timing is better than silence.

Each of these gets easier to solve with the same thing: a prompt, polite, specific message that makes the next step obvious.

When to follow up on an unpaid invoice

Follow up as soon as you can. A short reminder the day after the due date is routine, not rude, and it keeps the invoice from drifting down the customer's list.

If the invoice is still unpaid after your last reminder, stop emailing and call. A quick conversation with whoever owes on the invoice often settles the matter. Reminder emails are the first tool, not the last.

What every payment reminder should include

• The invoice number, amount, and original due date, so nobody has to hunt for context.
• One clear way to pay. A link or your payment instructions. Every extra step delays payment.
• The invoice itself. Attach it or include the details in the email, so the customer doesn't have to search their inbox.
• A real name and a way to reply. Make it obvious a person is behind the message and that replies reach you.
• One request. "Please pay by Friday" or "Reply if anything is holding this up." One ask per email gets a clearer answer.
• A graceful way out. "If you've already paid, thank you, and please ignore this note." It avoids awkwardness and keeps goodwill.

Keep it short. A reminder people can read in ten seconds is more likely to be acted on than a long one.

Three overdue invoice email templates

Copy these and replace the bracketed parts. Each one is short, specific, and polite.

1. The friendly nudge (day 1)

Use this the day after the due date. It assumes the invoice slipped through the cracks.

2. The follow-up (about day 7)

Still direct and friendly, but now asking for a date and inviting the customer to convey any issues.

3. The final reminder (about day 14)

Firmer, with a specific date. It stays courteous and leaves the door open to talk.

Send these from an address that accepts replies, and include the invoice itself, attached or in the email, rather than a link behind a login.

Getting the tone right

• Assume good faith early. The first two messages should read like a helpful colleague, not an accusation.
• Get firmer with dates, not adjectives. "Please pay by Friday" is clearer than stern language, and it adds urgency without adding heat.
• Never threaten. Skip legal warnings, capital letters, and guilt. If a situation calls for formal steps, it calls for a different process than reminder emails.
• Treat every customer the same. A consistent schedule removes the awkward judgment calls about who to chase and when.

Why following up by hand breaks down

The templates are the easy part. Sending them on time, to the right people, every time is where it falls apart.

• You have to remember. Which invoices are overdue, which reminder each customer has had, and when the next one is due all live in your head or a spreadsheet.
• It's easy to put off. The awkwardness is real, and a busy week makes skipping it even easier.
• It's repetitive. Copying the same details into the same email, again and again, is work nobody should do by hand.
• Mistakes creep in. A wrong amount, an outdated due date, or a reminder to someone who already paid costs you goodwill.

With a handful of invoices a month, following up by hand is manageable. With dozens, it turns into a second job.

Automating invoice reminders with Recoura

This is the problem Recoura's invoice reminders are built for. You add your invoices, choose a schedule, and Recoura follows up with each customer until you mark the invoice paid. Here's how it works.

1. Add the invoice

   Snap a photo of the invoice, upload a PDF, or type it in. Recoura reads the details from a photo or PDF so you don't have to retype them, and you can always enter an invoice by hand instead.

2. Check the details

   Before anything is saved, you review the customer's name and email, the invoice number, due date, amount, and what it's for. Fields that need a second look are flagged, and you confirm you've checked the amount, due date and customer email before adding the invoice.

3. Choose your schedule

   Set up to five reminders per invoice and pick the day each one goes out. Reminders start once the invoice is past due.

4. Write it your way, or let AI draft it

   Use your own words for each reminder, with placeholders like {customer}, {amount} and {item} that fill in automatically. Want a head start? Optional AI drafting writes a first version from a short description of your business and the tone you prefer, and you review and edit it before it's used.

5. Send it as your business

   Reminders go out from your business name, with your logo and brand colors. A Pay invoice button goes to your own pay link, or, if you haven't added one, the email asks your customer to reply to arrange payment. Replies come to the email address you choose.

6. Mark it paid and reminders stop

   When the money arrives, mark the invoice paid and record the date and how it was paid. Reminders stop immediately.

Recoura doesn't process or hold the money. Your customers pay you directly, the way they already do, and you stay in control of which invoices get reminders, what the emails say, and when to stop.

The Invoices plan covers up to 100 invoices a month. You can see pricing and a step-by-step look at how it works on the invoice reminders page.

Invoice follow-up FAQ

How long should I wait before following up on an unpaid invoice?

A friendly reminder the day after the due date is reasonable and routine. Waiting weeks mostly gives the invoice time to slip further down the customer's list. Follow up early, keep it polite, and include the invoice details so the customer can act right away.

How many reminders should I send?

Three is a common pattern: a friendly nudge on day 1, a direct follow-up about a week later, and a firm final reminder a week after that. If the invoice is still unpaid, switch to a phone call. Recoura supports up to five reminders per invoice, on a schedule you set.

Is it okay to send automatic invoice reminders?

Yes, as long as the messages are polite, accurate, and sent to customers who really owe you. With Recoura, reminders go out in your business's name, you check the details before an invoice is added, and reminders stop as soon as you mark an invoice paid. You stay in control of who gets reminded and what the emails say.

Do I need QuickBooks, Stripe, Square or another system to use Recoura for invoices?

No. Recoura works with any invoice, including paper ones. Add an invoice by taking a photo or uploading a PDF, or type it in, and Recoura takes care of the reminders. It doesn't need to connect to your accounting software or payment processor.

How do my customers pay?

However you already accept payment. Add a pay link to your reminders, or leave it out and the email asks your customer to reply to arrange payment. Recoura doesn't process, hold, or move the money.

What happens if my customer already paid?

Mark the invoice paid and the reminders stop right away. You can record the date and how it was paid, such as check, bank transfer, card, or cash. The default reminder wording also tells customers to ignore the email if they've already paid.

Does Recoura store my invoice photos and PDFs?

No. Recoura stores only the details you see on the form after an invoice is scanned in, such as the customer, amount, and due date. The photo or PDF itself is not saved.