It can be complicated to convince a client to pay their invoice. You want to be firm with your request but want to maintain the client and the relationship. You don’t wish to damage your relationship with the client.
This guide will show you how to send reminder emails that give your customers a fair warning to pay their invoices on time. You’ll want to be able to avoid late payments entirely. Clover, a payment partner, offers new tools that help service businesses be paid on time. Clover’s Tools for Professional Services provides options to help companies to receive payment faster.
Sending a series of reminders for payment
Send a series of reminders before and after your client’s payment deadline. It is best to send a reminder after the first payment. Some clients will need to be reminded a few times before they pay. Give your clients the benefit-of-the doubt and assume that everyone will require a few emails before paying your invoice.
Here’s an example of scheduling a series of shorter emails nearing and following the due date for payment.
- Email 1: Send an invoice upon completion of service (if applicable).
- Email 2: Send it a week before payment is due
- Email 3: Send on the due date
- Email 4: Send it a week after payment is due
- Email 5: Within two weeks of the due date
You may send your first email, depending on the service you provide, after completing the deliverables. This will confirm that you’ve finished the agreed-upon work for the specified period. The first email confirms the invoice due date and the amount.
Please use a clear subject.
Make it clear in each email that you remind your clients of an invoice. In the subject line, include the invoice number and the due date. Include phrases like “friendly payment reminder” and “upcoming invoice due” to inform people that it’s an important email.
Include important information in your email body.
Your email should be friendly but also helpful. It should be easy for your client to understand and meet the payment request. Include the amount due and the date.
For the first two emails, be polite and direct. You can be firmer if a client pays late.
Attach a copy of the invoice.
Include an invoice with every email reminder you send. You will include the invoice in every reminder email you send. Include the invoice with the milestones and deliverables that you have achieved. Also, share your payment methods, total amount, applicable taxes, and business information. Click here for a detailed look at the types of invoices to use and what information you should include.
Pay in many ways.
Accepting payments in various forms will make settling their bills easier for your clients. Reduce any friction a customer may experience when paying their invoice. Clover allows service businesses to receive all payment types, including cash, checks, credit and debit cards, and gift cards. Clover also supports Apple Pay and Google Pay.
Clover offers multiple options for charging your customers. You can accept payments via phone, web browser, or mobile device. Create digital invoices for your clients to be billed for recent services. Set up recurring payments for faster payments.
Be persistent but polite.
It can be frustrating when a client does not respond to the first two or three emails you send. Do not assume the worst. Be more direct in your third email. Tell them that their payment is late. You can ask the client if they received the message.