What is the best invoice reminder schedule?

The best schedule depends on your industry and client relationships. Most businesses find success with reminders at 7 days before, 1 day before, due date, and then 3, 7, and 14 days after. This gives clients multiple gentle nudges without being overwhelming.

When should I send the first invoice reminder?

Send your first reminder 7-10 days before the due date. This gives clients enough time to process payment while keeping your invoice top of mind. For shorter payment terms (Net 7), send the first reminder 3 days before.

Should I send a reminder on the due date?

Yes, a due-date reminder is essential. Many clients rely on these to trigger payment. Keep it brief and professional — simply confirm the invoice is due today and provide an easy payment link.

How often should I remind a client about an unpaid invoice?

For overdue invoices, space reminders 3-7 days apart initially, then weekly. Avoid daily reminders — they can damage relationships. Most professionals recommend no more than 4-6 reminders total before escalating to a phone call or formal notice.

Do reminders hurt client relationships?

Not when done professionally. Most clients appreciate reminders as they have busy schedules. The key is using a friendly, non-accusatory tone and providing convenient payment options. Automated reminders actually reduce awkwardness since they feel less personal.

What tone should I use for overdue invoices?

Start gentle and escalate gradually. First overdue reminder: friendly follow-up. After 7 days: more direct but professional. Final notices (14+ days): firm but never threatening. Always assume good intent — most late payments are oversights, not intentional.

What if the due date is on a weekend?

Schedule reminders for the next business day (Monday). Emails sent on weekends often get buried. This tool automatically adjusts weekend dates to Monday at 9:00 AM in your timezone.

Does adding a 'Pay Now' link help?

Absolutely. Invoices with direct payment links get paid 2-3x faster on average. Include your Stripe payment link or payment portal URL in every reminder. Make it as easy as possible to pay.

Can I stop reminders once paid?

Yes — and you should! Sending reminders for paid invoices is unprofessional. Tools like CanYouPayThat automatically stop reminders when you mark an invoice as paid.

Can I customize the schedule later?

Yes. You can adjust reminder timing, tone, and frequency anytime. Start with our recommended schedule and tweak based on what works for your clients.

Free Tool

Invoice Reminder Schedule Builder

Generate a professional invoice reminder schedule with exact send dates, optimal cadence, and ready-to-use email copy. Perfect for freelancers, agencies, and small businesses who want to get paid faster.

Invoice Details

Issue Date

When was the invoice sent?

Payment Terms

Due Date

Tuesday, March 24, 2026

Timezone

Reminders send at 9:00 AM in this timezone

Reminder Plan

ToneNeutral

GentleFirm

Your Reminder Schedule

Step	Send Date	Subject & Preview
Friendly heads up -7 days	Tue, Mar 17, 2026, 09:00 AM UTC	Reminder: Invoice {{InvoiceNumber}} due {{DueDate}} Just a friendly reminder that invoice {{InvoiceNumber}} for {{Amount}} is due on {{DueDate}}.
Quick reminder -1 days	Mon, Mar 23, 2026, 09:00 AM UTC	Reminder: Invoice {{InvoiceNumber}} due {{DueDate}} Just a friendly reminder that invoice {{InvoiceNumber}} for {{Amount}} is due on {{DueDate}}.
Due today Due date	Tue, Mar 24, 2026, 09:00 AM UTC	Due today: Invoice {{InvoiceNumber}} Just a reminder that invoice {{InvoiceNumber}} for {{Amount}} is due today.
Overdue reminder +3 days	Fri, Mar 27, 2026, 09:00 AM UTC	Follow-up: Invoice {{InvoiceNumber}} is overdue Just following up on invoice {{InvoiceNumber}} for {{Amount}}, which was due on {{DueDate}}.
Second overdue reminder +7 days	Tue, Mar 31, 2026, 09:00 AM UTC	Follow-up: Invoice {{InvoiceNumber}} is overdue Just following up on invoice {{InvoiceNumber}} for {{Amount}}, which was due on {{DueDate}}.
Final notice +14 days	Tue, Apr 7, 2026, 09:00 AM UTC	Final reminder: Invoice {{InvoiceNumber}} overdue This is a final reminder that invoice {{InvoiceNumber}} for {{Amount}} is now overdue (was due {{DueDate}}).

Set this schedule to run automatically

Stop copying emails manually. CanYouPayThat sends reminders on autopilot.

Full Email Templates

Friendly heads up

Tue, Mar 17, 2026, 09:00 AM UTC

Subject: Reminder: Invoice {{InvoiceNumber}} due {{DueDate}}

Hi {{ClientName}},

Just a friendly reminder that invoice {{InvoiceNumber}} for {{Amount}} is due on {{DueDate}}.

You can view and pay here: {{PortalLink}}

Thank you!

Quick reminder

Mon, Mar 23, 2026, 09:00 AM UTC

Subject: Reminder: Invoice {{InvoiceNumber}} due {{DueDate}}

Hi {{ClientName}},

Just a friendly reminder that invoice {{InvoiceNumber}} for {{Amount}} is due on {{DueDate}}.

You can view and pay here: {{PortalLink}}

Thank you!

Due today

Tue, Mar 24, 2026, 09:00 AM UTC

Subject: Due today: Invoice {{InvoiceNumber}}

Hi {{ClientName}},

Just a reminder that invoice {{InvoiceNumber}} for {{Amount}} is due today.

Pay here: {{PayNowLink}}

Thank you!

Overdue reminder

Fri, Mar 27, 2026, 09:00 AM UTC

Subject: Follow-up: Invoice {{InvoiceNumber}} is overdue

Hi {{ClientName}},

Just following up on invoice {{InvoiceNumber}} for {{Amount}}, which was due on {{DueDate}}.

Please let me know if there are any questions.

Pay here: {{PayNowLink}}

Thank you.

Second overdue reminder

Tue, Mar 31, 2026, 09:00 AM UTC

Subject: Follow-up: Invoice {{InvoiceNumber}} is overdue

Hi {{ClientName}},

Just following up on invoice {{InvoiceNumber}} for {{Amount}}, which was due on {{DueDate}}.

Please let me know if there are any questions.

Pay here: {{PayNowLink}}

Thank you.

Final notice

Tue, Apr 7, 2026, 09:00 AM UTC

Subject: Final reminder: Invoice {{InvoiceNumber}} overdue

Hi {{ClientName}},

This is a final reminder that invoice {{InvoiceNumber}} for {{Amount}} is now overdue (was due {{DueDate}}).

Please let us know if there are any questions.

Pay here: {{PayNowLink}}

Thank you.

Example Reminder Schedule

Here's what a typical Net 30 invoice reminder schedule looks like using our recommended plan:

Step	When	Subject Line
Friendly heads up	7 days before due	Reminder: Invoice #INV-001 due Jan 30
Quick reminder	1 day before due	Reminder: Invoice #INV-001 due tomorrow
Due today	Due date	Invoice #INV-001 is due today
Overdue reminder	3 days after due	Follow-up: Invoice #INV-001 is overdue
Second overdue	7 days after due	Friendly follow-up: Invoice #INV-001
Final notice	14 days after due	Final reminder: Invoice #INV-001 overdue

What is an Invoice Reminder Schedule?

An invoice reminder schedule is a predetermined sequence of follow-up emails sent to clients at specific intervals before and after an invoice due date. The goal is to encourage timely payment while maintaining professional relationships.

A well-designed reminder schedule starts with gentle, friendly reminders before the due date, includes a due-date notification, and escalates in tone for overdue invoices. The key is consistency — when clients know to expect reminders, they're more likely to prioritize payment.

Most freelancers and agencies find that automating these reminders saves 2-4 hours per week and reduces average payment time by 30-50%. This tool helps you create the optimal schedule for your business.

Best Practice Reminder Cadence

7 days before: First heads-up. Gives clients time to queue payment.
1 day before: Final reminder before due date. Creates urgency.
Due date: Brief, clear reminder that payment is due today.
3 days after: First overdue notice. Still friendly, assumes oversight.
7 days after: Second follow-up. Slightly more direct.
14 days after: Final notice. Firm but professional.

Common Reminder Mistakes to Avoid

✗Sending too many reminders: Daily emails feel like harassment. Space them 3-7 days apart.
✗Starting too aggressive: Begin with friendly reminders. Save firm language for 14+ days overdue.
✗No payment link: Every reminder should include a direct link to pay.
✗Inconsistent timing: Send at the same time each day (9 AM works best).
✗Weekend sends: Emails sent Saturday/Sunday get buried. Send Monday morning instead.
✗Not stopping when paid: Continuing reminders after payment is unprofessional.

How This Tool Works

Enter your invoice details

Add the issue date, due date (or payment terms), and your timezone.

Choose your reminder plan

Select Recommended, Light, or Aggressive based on your needs.

Adjust the tone

Slide between Gentle and Firm to match your client relationship.

Generate your schedule

Get exact send dates, subject lines, and email copy for each reminder.

Export or automate

Copy, download, or set up automatic reminders with CanYouPayThat.

Frequently Asked Questions

Ready to automate your reminders?

Stop copying and pasting emails. CanYouPayThat sends reminders automatically so you can focus on the work that matters.