Scripts and templates for chasing late payment
Be specific, be professional, and escalate incrementally. Vague follow-ups get ignored, aggressive ones create disputes. Below are the templates that cover the full cycle, from the initial invoice send through to the final reminder at 28 days, and Korda can send every one of them automatically by SMS, and by email too if you've connected Gmail.
Why most reminders fail
A vague reminder like "just following up on that invoice" gives the client nothing to act on. The other common mistake is sounding apologetic, which inadvertently suggests the invoice is negotiable. A professional, matter-of-fact tone, the same tone you'd expect from any other supplier, gets faster results.
The invoice email, sent with the PDF
"Hi [Name], please find attached Invoice #1042 for $6,400, due by [date]. Payment details are included on the invoice. Feel free to get in touch if you have any questions." Short and professional, the PDF does the heavy lifting.
1 day overdue, friendly and specific
"Hi [Name], following up on Invoice #1042 for $6,400, due on [date]. If you've already processed this, please disregard. If not, payment details are in the attached invoice." Assume good intent, attach the invoice again, emails genuinely get missed.
7 days overdue, firm and direct
"Hi [Name], Invoice #1042 for $6,400 is now 7 days overdue. Please arrange payment promptly. If you can confirm the expected payment date in your reply, that would be appreciated." Asking for a specific commitment turns the reply into a record.
14 days overdue, setting a deadline
"Hi [Name], Invoice #1042 for $6,400 is now 14 days overdue. Please arrange payment by [date] using the payment link below. If there's a problem with the invoice, reply and let me know so we can sort it out."
28 days overdue, resolution-focused
"Hi [Name], Invoice #1042 for $6,400 is now 28 days overdue. We need this resolved as a priority. Please make payment today, or get in touch immediately if there's anything we need to discuss." Firm and direct, without committing to next steps, that decision sits with you.
How Korda sends these
The language is agreed once across your account and every client receives the same professional standard. After the final reminder at 28 days, the automated sequence stops and the invoice is back with you. From there, a personal call, a letter of demand, or a recovery service is your decision, not the sequence's.
Related reading
- Best invoice app for tradesmen: 5 options compared
- How to automate follow-ups on an unpaid invoice Set a follow-up sequence once, at 1, 7, 14 and 28 days overdue, and let it run automatically by SMS and email (when Gmail is connected) every time an invoice goes unpaid.
- How to invoice a customer from your phone as a tradie Send the invoice before you leave the driveway. Open WhatsApp, describe the job and the amount, and Korda handles the rest. You review it, approve it,...