Invoice collection email
An invoice collection email names the invoice, the amount, and the due date, and gives one way to pay. Copy the template, then use a firmer note only after the due date passes.
An invoice collection email asks a customer to pay one invoice. It names the invoice number, the amount, and the due date, and it gives one way to pay. Send the version below before the due date. If the date has already passed, use the second version, or the past due invoice emails.
Rex sends this kind of note as part of collections, and stops it when the customer pays, disputes, or promises a date. The templates are here for teams writing the email themselves. Fifteen more, by stage, are in collection email templates.
Invoice collection email
Use this a few days before the due date, or on the due date.
Subject: Invoice [Invoice number] for [Amount] is due [Due date]
Hi [Customer name],
Invoice [Invoice number] for [Amount] is due on [Due date].
You can pay it here: [Payment link]
If you have already paid, thank you, please ignore this. If a line looks wrong, reply and we will sort it before the due date.
Thanks,
[Your name]
[Company name]
Keep it under 120 words. The invoice number is in the subject so the customer knows what it is before they open it.
If the invoice is already past due
One day late is still a nudge. Name the fact that it is late, and still give them the link.
Subject: Invoice [Invoice number] for [Amount] is past due
Hi [Customer name],
Invoice [Invoice number] for [Amount] was due on [Due date] and is still open.
You can clear it here: [Payment link]
If you have already paid, thank you. If you need a copy, a different date, or something is wrong with the invoice, reply and tell us which.
Thanks,
[Your name]
[Company name]
After this, escalate by age rather than sending the same note again. The past due invoice emails cover 15, 30, 60, and 90 days. A payment reminder email is the softer note for invoices that are coming due or only just late.
When the email stops working
An email fails when the customer replies with a dispute, a promise, or a question and the next email ignores it. It also fails when the cash has already arrived and the reminder still goes out, which happens when cash application and collections do not share the ledger.
That is the point where a template is the wrong tool. Collections at Rex reads the reply, pauses a disputed line, and follows the promise. Your team takes the account when a person needs to decide. For the sequence around this single email, see dunning email templates.
Frequently asked questions
- What is an invoice collection email?
- An invoice collection email asks a customer to pay a specific invoice. It names the invoice number, the amount, and the due date, gives one way to pay, and invites a reply if something is wrong. The first email assumes the invoice slipped. A later email, after the due date, asks for a payment date.
- What should an invoice collection email include?
- The invoice number, the amount, the due date, a payment link, and a line that tells the customer to reply if they have already paid or if the invoice is wrong. Leave out account history and threats on the first send.
- When should you send an invoice collection email?
- Send the first one a few days before the due date, or on the due date if you have not sent a reminder. Send the past-due version once the due date has passed with no payment and no reply. Move to a call once the invoice is 30 to 45 days late and still silent.