Follow up on a past-due invoice
Never paste: Card numbers or bank info, customer addresses and phone numbers, employee pay rates, Social Security numbers, financing applications, or lockbox/gate codes.
When to use it
When invoices go 15, 30 or 60 days past due.
The prompt
Copy this, then replace everything in [brackets].
Write a past-due follow-up message.
Customer type: [homeowner / property manager / builder]
Invoice: [job #, amount, date, days past due]
Previous contact: [what was sent]
Payment options: [link, phone, financing, payment plan]
Tone: [friendly reminder / firm / final notice]
Short, polite, clear amount and how to pay. Final notice mentions next steps per our policy: [policy].Before / after
Before: Awkward phone calls and money left on the table.
After (example output):
Hi Dana, a quick reminder that invoice #4821 for $612.40 (water heater repair, Sept 12) is now 30 days past due. You can pay online here: [link], or call us to set up a payment plan. Thanks! [Name], [Company]
Tips
- Send a text and an email; texts get paid faster.
- Use first names or job numbers instead of full customer details.
- Copy the final text back into your FSM or accounting system so the record stays in one place.
- Review every draft before you send it. You’re accountable for what goes out.