Email templates for chasing overdue wholesale invoices

Chasing invoices is uncomfortable. Having templates makes it mechanical instead of emotional.

7 days overdue

Subject: Invoice [#] — quick reminder

"Hi [name], just a quick note that invoice [#] for [amount] was due on [date]. Could you let me know when payment is scheduled? Happy to resend the invoice if needed. Thanks, [you]"

14 days overdue

Subject: Invoice [#] — now 14 days overdue

"Hi [name], following up on invoice [#] for [amount], now 14 days past due. I'd appreciate an update on when this will be processed. Per our wholesale terms, a 2% monthly late fee applies to overdue balances. Please let me know if there's an issue. Thanks, [you]"

30 days overdue

Subject: Invoice [#] — 30 days overdue, action required

"Hi [name], invoice [#] for [amount] is now 30 days overdue. I need to receive payment or a confirmed payment date within 7 days. After that, I'll need to pause the account until the balance is cleared. I'd prefer to resolve this directly — please get in touch. Thanks, [you]"

Tips

• Send from the same email every time so there's a paper trail
• Always reference the invoice number and amount
• Keep the tone professional, not emotional
• Escalate in firmness, not aggression
• If you're chasing more than 3 accounts regularly, automate it

AI can send these automatically based on invoice due dates — no more forgetting, no more awkward conversations.

See how AI handles business admin →

Further reading

• InboxAgents: Automated invoice follow-up