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Free resource for US agency and consultancy owners

Chase late invoices without losing the client.

The Agency Late-Payment Email Pack is a free set of 8 ready-to-send emails, from a friendly reminder to a final notice and payment-plan offer, so you can follow up clearly and get paid for the work you already did.

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THE AGENCY LATE-PAYMENT EMAIL PACK

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Why this pack exists

Most late invoices aren't a sign that a client won't pay. The invoice landed in the wrong inbox, it's waiting on an approval, or a busy week pushed it down the list. How you follow up decides whether that small delay stays small.

For an agency, your clients are also your renewals, your referrals and your case studies. A follow-up that sounds annoyed can cost more than the late payment. One that is clear, specific and friendly gets you paid and keeps the relationship intact.

The emails in this pack move one step at a time: friendly, then helpful, then direct, then firm. Each one makes paying easy, asks for one clear next step, and never leans on guilt.

Free PDF

What's inside

8 email templates, keyed to how late the invoice is. Each one comes with a subject, an alternate subject, the full email with [placeholders], when to send it, and a quick tip.

Deep navy cover of The Agency Late-Payment Email Pack, with eight numbered invoice follow-up templates.

01

Friendly Pre-Due Reminder

3–5 days before the due date

Confirm the invoice arrived and check for anything that could block payment.

Read the full email

Subject: A quick note about invoice [invoice number]

Alternate subject: Coming up: invoice [invoice number]

Email

Hi [client name], I hope things are going well with [project or service]. I am sending a quick note that invoice [invoice number] for [amount] is due on [due date]. Could you confirm it reached the right inbox and ask me if anything is needed for approval? If payment is already arranged, thank you. I can resend the invoice or provide another document if that helps. Best, [your name]

Quick tip: Send a few business days before the due date, then pause if they reply.

02

Due Today

On the due date

A light calendar-note prompt that is brief and easy to scan.

Read the full email

Subject: Invoice [invoice number] is due today

Alternate subject: A quick payment reminder

Email

Hi [client name], A quick reminder that invoice [invoice number] for [amount] is due today, [due date]. The payment details are on the invoice here: [invoice link or attachment]. If it has already been sent, please disregard this note. Let me know if you need me to resend the invoice. Thanks, [your name]

Quick tip: Keep the due-date note brief and let the invoice do the explaining.

03

Gentle Nudge

3–7 days after the due date

Assume good faith and check that the invoice reached the right person.

Read the full email

Subject: Checking in on invoice [invoice number]

Alternate subject: Did invoice [invoice number] reach you?

Email

Hi [client name], I am following up on invoice [invoice number] for [amount], which was due on [due date]. Could you confirm it reached the right person on your team? If it is already in process, a quick note with the expected payment date would help me keep our records current. I can resend the invoice if useful. Thanks, [your name]

Quick tip: Ask one clear question so the client can reply in a sentence.

04

Two Weeks Late

14 days after the due date

Invite a reply with a payment date, the right contact, or a fix.

Read the full email

Subject: Could you share a payment date for invoice [invoice number]?

Alternate subject: Following up: invoice [invoice number]

Email

Hi [client name], I am checking in again on invoice [invoice number] for [amount], originally due [due date]. Our records show it is still open. Could you let me know when payment is scheduled? If someone else handles invoices, please point me to the right contact. If anything on the invoice needs correcting, tell me what to update and I will take care of it. Best, [your name]

Quick tip: Offer a correction path; an invoice issue is easier to solve when named.

05

30 Days Late: A Specific Ask

30 days after the due date

Ask for a committed payment date and prepare calm replies to likely answers.

Read the full email

Subject: Please confirm a payment date for invoice [invoice number]

Alternate subject: Action requested: invoice [invoice number]

Email

Hi [client name], Invoice [invoice number] for [amount] was due on [due date] and is still showing as unpaid in our records. Please reply by [reply date] with the date payment is scheduled. If payment has already been sent, a remittance note or transfer reference will help me match it. If there is a blocker, please let me know so we can agree on a practical next step. Thank you, [your name]

Replies for three likely responses

  • They confirm a payment date. Thanks for confirming. I will note [payment date] and check back if it has not arrived by then.
  • They need the invoice or a processing detail. Of course. I have attached invoice [invoice number] and included [purchase-order or vendor detail]. What payment date should I note once it is in your system?
  • They raise a question about the invoice. Thanks for flagging that. Could you point me to [line item or detail] so I can review it and send a correction if needed?

Quick tip: Choose a reasonable reply date and calendar a follow-up if you do not hear back.

06

Final Notice Before Pausing Work

45–60 days after the due date, if your agreement allows it

Set a clear deadline before future work pauses, with no surprise.

Read the full email

Subject: Next steps for invoice [invoice number]

Alternate subject: Please respond by [reply date]: invoice [invoice number]

Email

Hi [client name], I have followed up about invoice [invoice number] for [amount], due [due date], and have not yet received payment or a confirmed date. Please let me know by [reply date] whether payment is scheduled or if there is an issue we should resolve. Under our agreement, I will pause [specific future work] after [pause date] if the balance remains open. Work can resume once we have agreed on the next step. If payment has already been sent, please share the remittance details so I can close this out. Regards, [your name]

Pre-send checklist

  • Confirm your signed agreement allows the pause you describe.
  • Choose a realistic reply deadline and pause date.
  • Check active commitments and explain exactly which future work would pause.
  • Verify the invoice balance, due date, prior messages, and payment details.
  • Keep the next step specific and remove threats or language meant to shame.

Quick tip: Check your signed agreement and current project commitments before setting a pause date.

07

Payment-Plan Offer

When the client signals cash-flow trouble

Offer a written schedule with exact amounts and dates when it suits both sides.

Read the full email

Subject: A practical plan for invoice [invoice number]

Alternate subject: Could this payment schedule work?

Email

Hi [client name], Thanks for letting me know about the cash-flow timing. The open balance on invoice [invoice number] is [total balance]. Would a schedule of [first payment amount] on [first payment date] and [second payment amount] on [second payment date] work for you? The remaining balance would be [remaining balance] due on [final payment date]. If those dates or amounts do not work, reply with the schedule you can commit to and I will confirm whether we can make it work. Once we agree, I will send the complete schedule in writing so we both have the same record. Best, [your name]

Quick tip: Only offer dates and terms you are willing and able to honor; confirm the agreement in writing.

08

Thank-You for Paying

Within one business day of payment

Close the loop, thank the client, and reset the tone for the next project.

Read the full email

Subject: Thank you for taking care of invoice [invoice number]

Alternate subject: Payment received — thank you

Email

Hi [client name], Thank you — payment for invoice [invoice number] came through. I appreciate you taking care of it. Everything is up to date on my side. I am looking forward to [next project or next step]. Best, [your name]

Quick tip: A quick thank-you closes the loop and keeps the relationship warm.

Plus, practical tools for the whole rhythm

One-page sequence timeline

  1. 01

    Friendly Pre-Due Reminder

    3–5 days before the due date

  2. 02

    Due Today

    On the due date

  3. 03

    Gentle Nudge

    3–7 days after the due date

  4. 04

    Two Weeks Late

    14 days after the due date

  5. 05

    30 Days Late: A Specific Ask

    30 days after the due date

  6. 06

    Final Notice Before Pausing Work

    45–60 days after the due date, if your agreement allows it

  7. 07

    Payment-Plan Offer

    When the client signals cash-flow trouble

  8. 08

    Thank-You for Paying

    Within one business day of payment

8 practical habits for getting paid

  1. Agree on payment terms, due dates, and any late-payment steps in writing before work starts.
  2. Confirm the purchase-order, vendor setup, billing contact, and inbox the client requires.
  3. Send each invoice promptly after the agreed milestone and keep its number easy to find.
  4. Use the correct client entity, billing address, amount, and due date on the invoice.
  5. Include the payment method and a fresh invoice copy when it can make payment easier.
  6. Keep approvals, scope changes, questions, and promised payment dates in writing.
  7. Follow a consistent, reasonable rhythm and pause reminders when a real conversation starts.
  8. After repeated silence, call the right contact and recap the conversation by email.

Small swaps, clearer asks

  • “Per my last email.”

    “Following up on invoice [invoice number], which was due [date].”

  • “Any update?”

    “Could you let me know whether payment is scheduled for [date]?”

30-second pre-send checklist

  • Is the invoice number, amount, and due date correct?
  • Am I writing to the person who can answer or route this?
  • Did I check the last reply and any agreed payment date?
  • Is my ask specific and reasonable for this stage?
  • Have I removed blame, threats, and vague language?
  • Did I add a date to follow up if I do not hear back?

Who it's for

  • Owners of US marketing, creative, digital, and design agencies.
  • Consultants and consultancies who bill clients by project or retainer.
  • Whoever on your team ends up sending the “just following up” emails.
  • Anyone who has stared at an overdue invoice and put off writing the reminder because they did not want it to sound awkward.

If you've ever rewritten the same reminder from scratch, this pack is for you.

Send me the free pack

A FOCUSED 14-DAY PILOT

Rather not chase invoices yourself?

This pack is self-service if you want to send the emails yourself. Kivlet handles the follow-through when you would rather hand that work off.

Many small businesses spend 4–14 hours manually chasing unpaid invoices. Kivlet watches invoice aging, sends follow-ups that sound like the business, keeps replies attached to the right account, and sends a daily collection report. You approve every message before it goes out.

Try it free for 14 days on 5–10 overdue invoices. Judge the pilot by cash recovered, response rate, and time saved. After that, it's $49/month per business for up to 25 active overdue invoices.

See how the free pilot works.

Get paid for the work you already did.

Jason Anderson, Founder, Kivlet