KitebillPayment reminder email generator
A client hasn't paid and you don't know how to word the follow-up? Fill in the invoice details and get a ready-to-send reminder: a friendly heads-up before the due date, a polite nudge, a firmer second reminder or a final notice. It works out the days overdue and can add the late fee you agreed. Edit anything, then copy it into your email.
Nothing is sent from this page. "Open in email app" hands the text to your own email program with no address filled in; you choose the recipient and press send.
A reminder sequence that stays polite
| When (Auto tone) | Tone | What it does |
|---|---|---|
| Before the due date | Friendly heads-up | Says when it's due and how to pay. Useful for clients who are usually slow. |
| On the due date | Due today | A one-line nudge with an easy "ignore this if it's on its way". |
| 1 to 13 days late | Polite reminder | Assumes it slipped through, resends the invoice, asks if anything is holding it up (PO number, billing name, a question about the work). |
| 14 to 29 days late | Firm second reminder | States the days overdue, any agreed late fee and a pay-by date, and asks for a reply. |
| 30 days or more | Final notice | Last reminder with the full amount, a pay-by date and what happens next (you pause further work). |
These day counts are a starting point we picked, not a standard. Agree payment terms before you start, and use the free due date calculator to put an exact date on the invoice. Our overdue invoice guide has a short chase checklist.
Tips that get invoices paid
- Send it to the person who pays. In bigger companies that is often accounts payable, not the person you worked with. Ask who it is in the first reminder.
- Make paying easy. Repeat how to pay in every reminder and attach the invoice again. Don't introduce a new payment method in a reminder.
- Be specific. Invoice number, amount, due date and days overdue in the subject or first line. Vague "just checking in" emails are easy to ignore.
- Only charge a late fee you agreed. A surprise fee usually starts an argument. Work out the amount with the late fee calculator, and bill it as described in our late fee invoice guide.
- Follow up by another channel. If emails get no reply, a short call or a message on the platform you met on often works better than a fourth email.
- Keep it factual. This isn't legal advice. If an unpaid invoice turns into a dispute, check your contract and local rules.
Know who to remind, without a spreadsheet
The hard part of chasing payments is often remembering which invoices are late. The free Kitebill app marks sent invoices as overdue automatically once the due date passes and lists them on the dashboard, in any currency. It doesn't email your clients (it has no access to your inbox), so you send the reminder yourself, with this page if you like. Your data stays in your browser. Free for 3 clients and 10 invoices, and Pro is US$29 once for unlimited invoices.