How to follow up on an unpaid invoice (with email templates)

Chasing money is the worst part of freelancing, so most people put it off — which is exactly why invoices age. The fix is a calm, predictable sequence you run the same way every time, so it feels like process, not confrontation. Here’s the cadence, with templates you can paste.

Day of due date — the gentle nudge

Assume good faith. People forget.

“Hi [Name] — quick note that invoice [#] for [$amount] is due today. Here’s the link to pay by card: [link]. Thanks so much!”

One week late — the friendly reminder

“Hi [Name], just following up on invoice [#], now a week past due. If it’s already on its way, ignore this — otherwise here’s the payment link: [link]. Happy to answer any questions.”

Two weeks late — the firm-but-warm check-in

“Hi [Name], invoice [#] is now two weeks overdue. Could you let me know when I can expect payment? You can pay instantly here: [link]. I want to keep things moving smoothly on both sides.”

Three-plus weeks — the boundary

Now reference your terms and any late fee, and pause upcoming work if needed. Stay professional; never angry. If you don’t yet have a late-fee policy, here’s whether freelancers should charge late fees.

The real fix: make chasing rare

Every template above ends with a payment link for a reason. The faster and easier it is to pay, the fewer of these you’ll ever send. An invoice with a Pay button gets paid when intent is highest — right when it’s opened — instead of “when I get to it.” That’s why every invoice should have a Pay button, and it’s the backbone of getting clients to pay faster.

Better still, let the reminders run themselves. Fee-Lion can nudge late payers automatically and shows you exactly who owes what, so nothing slips. See how payments and reminders work → Weighing a switch? Here’s Fee-Lion vs FreshBooks.

Tired of writing these emails? Try Fee-Lion free for 14 days → and let the follow-ups handle themselves.