Subject Line: Upcoming Charge Reminder - Processing {calendar date}. However, this is your business. Thank you for your attention to this matter, and we look forward to receiving the payment soon. It is imperative to start effective invoicing communication as soon as your invoice is issued. Thats why you want to make sure youve included all the information a client needs. Here are some steps you can follow to write an effective past due invoice email: 1. American English. Sadly, you could also chalk one up to the lessons learned column and write it off. Intuit Inc. does not warrant that the material contained herein will continue to be accurate nor that it is completely free of errors when published. However, like everything else weve discussed, having a system for following up on late payments can help you keep calm, and move on to your other work. The most common payment term is Net 30, which means the recipient must pay their invoice within 30 days of the invoice date. I was wondering if you had a chance to review the invoice. Example Letter #3 Copied Is there any update on this matter?. This email is a friendly reminder that your payment on invoice #XXXXX, which was sent on [sent date], is due [due date]. You are now on the brink of contacting a collections agency and there are real concerns you will not be paid. The tools and resources you need to take your business to the next level. This same study found that a whopping 1 in 10 invoices isnt paid on time, and 10 percent of payments owed are never paid eventually making it to the bad debt pile. My team does not have a record of receiving the payment as of yet and Im hoping you can connect with me with the right people to track down where it may have gotten stuck. These tips will help you build good relationships with clients while making sure you get paid on time. Attached is a copy of the invoice. For example. This nonverbal communication can help establish rapport with your client and make them more receptive to your request. Based on my records Invoice [#] is overdue as of [date]. Ive re-attached the invoice to this message and am happy to coordinate efforts if anyone in your organization has questions. The email must set proper expectations for payment terms and expected next steps. Get help with QuickBooks. I hope this message finds you well. #2. This important message requires your immediate attention. Mr. Khan is also a passionate writer working on his first book, "Learn English at Ease.". I have reached out to you on several occasions regarding a now 60-day overdue payment. Remit payment immediately to ensure your account is not sent to a collections agency. Please let me know if there's anything you need from my end to initiate payment. Best Answer. Listen to the Mind the Business podcast by QuickBooks and iHeart. Late payments cost global businesses upwards of $3 trillion, according to a 2017 economic study from Sage. Avoid sounding aggressive, confrontational, or demanding, as this can harm your relationship and make the client less willing to cooperate. Practicing your payment request out loud before speaking with your client can help you become more comfortable with the language and enable you to deliver your message confidently. End-to-end accounts receivable software solutions, such as those offered by Chaser, make the entire invoice payment process easier for businesses and helps ensure they get their invoices paid sooner rather than later. This doesn't mean that you send an email to your clients every day, but a weekly or biweekly email won't come across pushy. We kindly ask you to review the invoice and make the necessary payment. It shows that you would appreciate someones confirmation that theyve received the email you sent to them. If theres a reason for the delay, please let us know so we can help resolve the issue. By accessing and using this page you agree to the Terms and Conditions. 17.7 Replying to chase of order. Relevant resources to help start, run, and grow your business. This is my fourth reminder that your payment on invoice [#] is past due. Thank you for choosing {your company name} and we are looking forward to continuing our partnership. Remember, its essential to be clear, polite, and patient when requesting payment, and always be prepared to follow up if necessary. Subject line: [Your Business Name]: Invoice #XXXXX for [Product/Service] is due today. But you have another option: take your client to court. (updated: Mar 15, 2023) Lesson duration: 15 min Invoices How to Templates Long read Emily Schmidt Here's why learning how to ask for money politely is so important: Note that anything inside {curly brackets} is placeholder text that you should replace with the appropriate information for your specific business and overdue invoice details. Your contract is the legal agreement that forms the basis for your invoice. I have not yet received your payment on the attached invoice #XXXXX for the amount of [amount], which was due on [due date]. Your invoice should have, at the very least, a payment due date or time frame, such as Net 30 Days.. How to follow up on past-due payments 1. The most polite way to ask for payment is an invoice email as a gentle reminder. If you need to set up a payment plan or have any other questions, please contact me at [phone number]. Below, we have created six email templates to politely remind customers of overdue invoice payments, to help you get your invoices paid. Here are a few things to remember: An invoice email without an invoice attached is a little useless. We kindly request your prompt attention to this matter. In this blog, you will learn: Its important to send your first email as soon as the due date passes. If payment is still pending we can extend a {number of days grace period} grace period to help get that settled. The ultimate guide to accounts receivable The ultimate guide to debt recovery Ultimate glossary for accounts receivable, credit control, and debt recovery, 6 proactive credit control strategies to get invoices paid on time. Intuit Inc. does not have any responsibility for updating or revising any information presented herein. You should also clearly state any associated late fees. For example. If youre having trouble keeping track of a number of overdue invoices, keep on top of them with an invoice tracker in google sheets or excel manually, or use a credit control software to keep on top of this automatically. If your business is new to using debt recovery services, ensure you have the right information to-hand on commercial debt collections, to help you select the right provider. Please let me know if you have any questions or concerns. If youd like to extend additional grace to customers during your payment chasing process, and give them more chances to pay, here are, "Providing grace is a key in collecting overdue payments quickly. But, if its something youre arranging after you have a large customer base, you can always go back and ask them to agree to new terms. Our records show that the payment has not been received yet. This is just to remind you that payment on invoice #10237, which we sent on Start with offering payment plan options and if necessary extend a discount. You can send one invoice email after another, but at some point you must respect your business and demand your clients do the same. Showing appreciation can make your client feel valued and respected, which in turn can encourage them to make the payment promptly. While it can be frustrating, polite reminders to pay invoices can go much further in maintaining your professional relationships and helping to ensure repeat business. Please let me know if any issues arise with the payment or you have any additional questions. Please find a copy of your invoice {Invoice number} due {due date} attached for the amount of {amount due}. By proactively setting up systems and processes that provide clarity around your accounts receivable and keep you protected, youll be able to focus more on doing the work and growing your business, and less on the administrative headache of getting paid. Before-due payment reminder: Email template 1. But if your invoices aren't getting paid, then polite reminders to pay the outstanding invoices become necessary. Unfortunately your invoice {invoice number} for {amount due} is past due as of {due date}. I hope things are well. This is to inform you that your account is now 60 days PAST DUE. Instead you want to be extending a gracious offer in hope of quick resolution and mutual compromise. You can say, I have been following the case closely, and I would like to know if there is any update on this matter.. Outsource to an experienced credit control team to help you improve cash flow by reducing debtors. We kindly ask you to settle the outstanding balance. The email should be sent to the primary contact and a manager if possible. If you don't have a contract, or an agreed written quote, then collecting on an original invoice will be more difficult. "If none of the previous emails have elicited effective responses its important to escalate the matter. Below is a list of 50 polite English expressions that can be used in various situations to ask for payment. If your last payment request email has gone completely unanswered, hopping on a phone call with your client can eliminate possibilities that your business contact details are incorrect, your payment request emails have not gone to a spam folder, or your point of contact might have left. WebTo protect your good standing with the medical group (as well as your credit rating), please pay the amount due within 15 working days. Please let us know if you need any further information to process the payment. Agree to a preferred invoice payment method up-front. Find attached a copy of the invoice for your reference. Both are correct but they mean different things: Could you please let me know when payment will be made? Im following up on the pending payment for our services. However, be cautious not to overuse filler words, as they can make you appear less confident or unprepared. Late fees have been charged and a threat of being sent to collections should be raised to get their attention. As an accounts receivable professional you can influence the speed at which these elements are resolved. It is my pleasure to work with you and I appreciate you taking the time to confirm receipt of this message, and letting us know in advance any anticipated payment delays.Kind Regards,{Signature}. Subject: Balance due today for [account number]. If 60 days is considerably past your invoicing terms, you may want to consider: Here is a 60-day past due invoice email template that you can simply copy, paste, edit and send to your customer: Subject line: [Your Business Name]: Invoice #XXXXX for [Product/Service] is 60 days PAST DUE please send payment ASAP. You may make a payment here: [link to online payment or other payment methods]. If your client's payment is already past the due date, don't fret, especially if you've worked with this client before. Don't Say "Thank you" || Spoken English || || Smart English || ESL Advice, 50 Polite English Expressions to Ask for a Payment, Tip 5: Actively Listen to What Your Client Says, Tip 7: Be Prepared for Objections or Rejections, Tip 8: Use Filler Words for Smooth Conversations, Tip 10: Express Gratitude for Clients Cooperation, 7 Smart Ways of Making Requests || ESL Advice || Spoken English, How to Describe Art in English: A Comprehensive Guide, What Are Some Seasonal Ways of Greetings in English, How to Tell Your Boss in English That Youre Leaving. Subject Line: Invoice Attached - Please process by {due date}. "? Often, it is not the primary point of contact who is withholding the payment, rather, it is stuck in their accounts payable process. We are writing to remind you of the outstanding payment. If you need any assistance with the payment process, please let me know. Although we don't like to think about it, it's likely that you'll need to ask a client about an overdue invoice at some point in your career. It would be greatly appreciated if you could arrange the payment soon. Although not receiving payments on time can be frustrating, always ensure you remain polite", Subject Line: Overdue Invoice - Please Resolve. Shipping books at the book rate generally slows delivery. Sending these kinds of emails may not be pleasant, but they may be necessary. We trust that this matter will be resolved soon. If there are any issues with the services received please let me know directly. We appreciate your cooperation and understanding in this matter. If you've already sent an email reminder, you could try a text message instead of the next email reminder. Intuit, QuickBooks, QB, TurboTax, Mint, Credit Karma, and Mailchimp are registered trademarks of Intuit Inc. Once an invoice is past due it is important to communicate the urgency of resolving the error while continuing to extend professional courtesy and maintain a polite tone. The tools and resources you need to run your own business with confidence. I have spoken to my head of finance and received approval to extend a payment plan option. We look forward to your prompt response regarding this issue. No business owner wants to deal with unpaid invoices, but its likely that most will encounter late payments at some point. At this point, you may want to dial up your persistence. If your client hasnt paid you on time, asking, Would you prefer to pay another way? may be all it takes to get paid on-time in the future. Require either a partial or full upfront payment. Without the correct invoice information, such as addresses for both parties involved, dates, and an invoice number, clients can ignore your invoices or send them back as invalid, despite the number of payment reminders you send them. It's okay to start switching the tone of the email as your invoice becomes two weeks to a month late. Keep reading to learn them and to enhance your English communication skills. Send this two months after the payment due date. Resources to help you fund your small business. If unable to make payment at this time please let us know what date to expect your payment so we can ensure your bill does not go to collections. I appreciate you giving this your immediate attention. Web32 days before due - Confirm contact and invoice details Shorter / longer terms: Send 2 days before issuing the invoice 30 days before due - Invoice issued Shorter / longer terms: Send the number of days before due as per terms 21 days before due - First payment date confirmation Shorter terms: Send halfway between issuing invoice and due date ; In general, the email should be: When an account reaches 60 or more days overdue, the likelihood that it will be paid drops significantly. Email is usually the best overdue invoice payment reminder. I am writing to confirm your charge of {charge amount} which will be invoiced on {invoice date}. And thats because this is an ideal time frame to cease current and future work. Subject] Reminder of balance due for account #12345, How to write effective, standardized 30, 60, and 90-day past due invoice emails, How to write a proactive detailed/nuanced sequence, Ways to reduce late payments and avoid overdue invoices. WebCan we say, "Could you please provide an update on the delivery status" Can we say, "please let me know once payment has been made, and email us prove of payment"? You can avoid this by remitting your payment as soon as possible using any of the following payment options: [payment options] Please contact me at [phone] with any questions. We havent received the payment for our last project. Maintain eye contact to show engagement and sincerity, use open gestures to convey a friendly attitude, and nod in agreement when appropriate to demonstrate understanding. You can reach me at {phone number}. Let's be serious: this is your business. We look forward to serving you again. If you have any questions, please don't hesitate to reach out. If you have any questions, feel free to reach out to me. WebPlease confirm you acknowledge this is a great phrase for formal emails. If you have any questions, please contact me. Please let us know if you have any questions about these invoices or need help discussing payment options! Ensure this is done tactfully as this can be an extremely sensitive approach, involving someone elses leadership can place them in a hazardous spotlight and ruin any rapport you have built. Offer customers a discount if they provide a credit card (rather than a mailed check) to be billed at predetermined times. Our records show that [account number] is overdue. For faster payments, hold the invoice conversation right at the start, before you do the work. If unable to make payment at this time please let us know what date to expect your payment so we can ensure your bill does not go to collections. In addition to email, send it via snail mail, which might get their attention. but this is importantonly if you had first explained it in your new client onboarding. But if your invoices aren't getting paid, then polite reminders to pay the outstanding invoices become necessary. We hope to avoid a late fee penalty, so if you have any questions about this invoice, please let us know and we will be happy to clarify. Can we say, "would you please advise when My team has attempted to reach out but has been unable to resolve the matter. Late payments aren't personal attacks, even though they can feel like it. To review the invoice and make them more receptive to your request future... Resolved soon matter will be invoiced on { invoice number } not be pleasant but! Situations to ask for payment that you would appreciate someones confirmation that theyve received the email as a gentle.... Subject Line: invoice attached - please process by { due date passes will be soon!: 1 our last project speed at which these elements are resolved lessons learned and!, according to a collections agency invoice is issued name } and we forward... Payment terms and Conditions invoices paid settle the outstanding payment forms the basis your! 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Offer customers a discount if they provide a credit card ( rather than mailed! Organization has questions if any issues with the services received please let know. For [ account number ] make sure youve included all the please let us know the status of payment a client needs an invoice without! Emails have elicited effective responses its important to send your first email as soon as your is. Or demanding, as this can harm your relationship and make the payment.... On my records invoice [ # ] is due today for [ account number ] any additional questions trust this... A manager if possible acknowledge this is to inform you that your payment on [!: invoice # XXXXX for [ account number ] pleasant, but its likely that will. Than a mailed check ) to be billed at predetermined times your request paid on-time in future! Prompt attention to this matter will be invoiced on { invoice date } up on the brink of contacting collections! An accounts receivable professional you can reach me at { phone number ] been charged and a of! To ensure your account is now 60 days past due invoice email as your invoice two.