Xero invoice reminder email templates (copy and paste)

Chasing late payments is easier with a few emails written in advance, one for each stage. Below are five templates you can copy, from a friendly heads-up to a final notice, plus notes on using them with Xero's own invoice reminders.

Swap the bits in curly brackets for your details. If you paste them into Xero's reminder settings, use Xero's own placeholders instead (see below) so the right invoice details fill in automatically.

Hi {first name},

A quick reminder that invoice {invoice number} for {amount} is due on {due date}. You can pay using the details on the invoice.

If it's already on its way, thank you, and please ignore this email.

Thanks,
{your name}

Hi {first name},

I hope you're well. Our records show invoice {invoice number} for {amount}, due on {due date}, hasn't been paid yet.

Could you check on it when you have a moment? If there's a problem with the invoice, let me know and I'll sort it out.

Thanks,
{your name}

Hi {first name},

I'm following up on invoice {invoice number} for {amount}, which was due on {due date} and is now {days overdue} days overdue.

Please arrange payment this week, or reply to let me know when we can expect it. If you need another copy of the invoice, just reply and I'll send it over.

Regards,
{your name}

Hi {first name},

Invoice {invoice number} for {amount} is now {days overdue} days overdue, and we haven't heard back about our earlier reminders.

Please pay the full amount by {date 7 days from now}. If we don't receive payment or hear from you by then, we'll need to pause further work until the account is up to date.

If you're having difficulty paying, call me on {phone} and we can agree a plan.

Regards,
{your name}

Hi {first name},

Please find your latest statement attached. It shows {number} invoices totalling {amount}, of which {overdue amount} is overdue.

If anything on it doesn't match your records, reply and let me know which invoice, and I'll look into it.

Thanks,
{your name}

Using these with Xero's invoice reminders

Xero can send reminders for you. Turn them on from Sales > Invoices, where it says Invoice Reminders. Xero comes with three default reminders and lets you have up to five, each set to a number of days before or after the due date. Reminders only go out for invoices that have been marked as sent, so if you email invoices outside Xero, mark them as sent or the reminders won't fire.

When you edit a reminder in Xero, insert the placeholders from its editor (for things like the contact, invoice number, amount and due date) in place of the curly-bracket fields above. That way each reminder fills in the right details on its own. The final notice includes a specific pay-by date, so it works best sent by hand rather than as an automatic reminder.

A sensible reminder schedule

• 3 days before the due date: the friendly heads-up. It catches invoices that would otherwise slip past the due date.
• 3 days after: the polite overdue note. Most late payments are forgotten, not disputed.
• 14 days after: the second reminder, offering another copy of the invoice.
• 30 days after: the final notice, with a clear date and next step. Pick up the phone at this point too.

Keep the tone factual. A reminder that assumes an honest mistake usually lands better than one that sounds like an accusation, and it keeps the relationship intact if the customer simply forgot.

Keep an eye on the whole picture

Reminders handle individual invoices. To see who owes what across all customers, run the Aged Receivables Summary under Reporting > All reports each week. If you'd rather have it arrive by email every Monday, Reportpost can send it on a schedule, along with a list of unpaid invoices. See emailing the aged receivables report weekly or try the demo.

Related: a weekly list of unpaid invoices from Xero and a Xero month-end checklist.