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Invoice Follow-Up Sequence: Three Emails That Get Paid

Get three ready-to-send follow-up emails, progressively firm but never aggressive, that recover late payments without burning the client relationship.

Free template · copy-paste ready · built by the BrainVaultAI team

Late invoices are a cash flow problem and an emotional tax. Most founders either chase too softly or wait too long and then overcorrect with an aggressive email that damages the relationship. This sequence is calibrated. Use it the day after a payment is due. Swap in your name, invoice number, and amount. Send as-is or paste into Claude to adapt to your voice. Three emails: day 1 overdue (friendly), day 7 overdue (direct), day 14 overdue (firm with consequence).

Email 1: Day 1 Overdue (Friendly Check-In)
Subject: Invoice #[NUMBER], quick check Hey [Client Name], Just flagging that invoice #[NUMBER] for $[AMOUNT] was due on [DATE]. Wanted to make sure it didn't get buried. Let me know if you need me to resend it or if there's anything on your end I can help with. Thanks,
[Your Name]
Email 2: Day 7 Overdue (Direct)
Subject: Invoice #[NUMBER], 7 days past due Hi [Client Name], Invoice #[NUMBER] for $[AMOUNT] is now 7 days past due. I haven't heard back on my last note. Can you confirm when payment will be processed? If there's an issue with the invoice or the work, I'd rather know now so we can sort it out. Payment link: [LINK] [Your Name]
Email 3: Day 14 Overdue (Firm)
Subject: Invoice #[NUMBER], final notice before next steps [Client Name], Invoice #[NUMBER] for $[AMOUNT] is 14 days past due. I've followed up twice without a response. I need payment or a confirmed payment plan by [DATE, 3 business days out]. If I don't hear back by then, I'll need to pause any ongoing work and consider next steps for collection. I'd prefer to resolve this directly. Please reply to this email or pay here: [LINK]. [Your Name]

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