Cashflow management

Free email templates that will get your invoices paid faster

January 15, 2021
Free email templates that will get your invoices paid faster

When it comes to credit control, email reminders are a very effective way to get your invoices paid faster. But it's important that you get the tone and content of your emails right in order to maintain good relationships with your customers and generate the best response.  



Below are five email templates which are guaranteed to get you paid faster whilst keeping you on good terms with your customers. Simply copy and paste these into your email messages making sure you replace anything in square brackets with the relevant information.

If you're already a Satago member you can add these templates to your automated emails.

If you're not yet a Satago member, why not sign up?

Satago integrates with your accounting software and chases invoices so you don't have to. Send automated payment reminders, monthly statements and thank you emails to your customers from your own email address and start getting paid faster without the hassle.

Template 1 — invoice due in seven days

Send this email seven days before payment is due to remind your customers to pay promptly. This reminder will also give your customers a chance to let you know if there is any reason why payment might be delayed.  

Email Template 1

Subject:

[Your business’ name]: invoice [invoice reference number] is due soon

Body:

Hi [Customer name]



I hope you’re well. This is a reminder that payment of [invoice number] is due on [date]. Please [click here] to view the invoice. You’ll find our company bank details below.



[Your company bank details]



Thanks




[Your name]

Template 2 — invoice overdue

Once an invoice becomes overdue, it’s important that you continue to chase for payment. Keep the tone of your emails calm and professional. You should send payment reminders for overdue invoices once a week until the invoice is paid.

Email Template 2

Subject:

[Your business’ name]: invoice [invoice number] is overdue

Body:

Hi [Customer name]



I hope you’re well. [Invoice number] was due on [date] and is now [X] days overdue. Please pay the total balance of this invoice at your earliest convenience.



Please [click here] to view the invoice. You’ll find our company bank details below.



[Your company bank details]



Please can you let me know when I can expect payment of this invoice?



Thanks




[Your name]

Template 3 — invoice overdue, late fees

Once an invoice becomes overdue, you can legally charge your customers late fees. Late fees can be a very effective way of getting overdue invoices paid promptly.  

If you’re a Satago subscriber, the app will calculate late fees for you in line with statutory limits and add them to your invoice reminders if you wish.  

Email Template 3

Subject:

[Your business’ name]: invoice [invoice number] is overdue

Body:

Hi [Customer name]



I hope you’re well. [Invoice number] was due on [date] and is now [X] days overdue. Please pay the total balance of this invoice at your earliest convenience.



In line with our payment policies, you will be charged a daily fee until this invoice is paid.



Late fees to pay: [insert late fees]

Please [click here] to view the invoice. You’ll find our company bank details below.



[Your company bank details]



Please can you let me know when I can expect payment of this invoice?



Thanks




[Your name]

Template 4 — invoice extremely overdue

If a customer does not pay their invoice beyond a reasonable period (60-90 days) you may have no choice but to escalate the issue. Read our full article on what to do when an invoice becomes overdue here.

Often, the threat of legal action is enough to encourage a customer to pay up. So, before you go down this route you should send an email informing them that you will be taking further action if they do not pay within seven days.  


Email Template 4

Subject:

URGENT - final reminder for [Your company name]: invoice [invoice number]

Body:

Hi [Customer name]



This is your final reminder that payment for [invoice number] is overdue by [X] days.



If payment is not made within seven working days, we will begin legal proceedings to collect the amount owed.



Immediate payment of this invoice will result in us closing the issue with no further action.



Please [click here] to view the invoice. You’ll find our company bank details below.



[Your company bank details]



Please let me know if there is any reason why payment of this invoice cannot be made within seven working days.



Thanks




[Your name]

Template 5 — invoice paid

Once you have received payment from a customer, it’s courteous to send an email confirming receipt of payment and thanking them for doing business with you.

Email Template 5

Subject:

Payment received, thank you

Body:

Hi [Customer name]



We've received payment of [invoice number]. Thank you for doing business with us.



Thanks




[Your name]

Automate your invoice reminders

Keeping on top of payment reminders, monthly statements and thank you emails is hard work. So why not automate the process?  

By using an automated credit control tool, like Satago, you’ll save time whilst ensuring you follow best-practice rules for chasing payments.  

Companies who use Satago see instant results, with one client collecting £130K in aged debt within the first week of implementation.

Try Satago free today and see how much you can collect.