Past Due Invoice: Templates, Emails & Solutions
Get professional past due invoice templates, email examples, and automated solutions to handle overdue payments effectively.
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What is a Past Due Invoice?
A past due invoice is an invoice that has not been paid by the due date specified in the original payment terms. Once the payment deadline passes without payment being received, the invoice becomes past due or overdue.
Key Characteristics:
- • Payment deadline passed: The invoice due date has come and gone without payment
- • Outstanding balance: The full amount (or partial amount) remains unpaid
- • Requires follow-up: Action is needed to collect the overdue payment
- • May incur fees: Late fees or interest may apply depending on payment terms
- • Impacts cash flow: Delayed payments affect your business's available funds
When Does an Invoice Become Past Due?
An invoice becomes past due the day after its specified due date. The timing depends on your payment terms:
Common Payment Terms:
- • Due on Receipt: Past due immediately if not paid upon receiving the invoice
- • Net 15: Past due 16 days after the invoice date
- • Net 30: Past due 31 days after the invoice date (most common)
- • Net 60: Past due 61 days after the invoice date
- • Net 90: Past due 91 days after the invoice date
- • Specific Date: Past due the day after the specified payment date
For example, if you send an invoice on January 1st with Net 30 terms, payment is due by January 31st. The invoice becomes past due on February 1st if payment hasn't been received.
Past Due Invoice Email Examples
Effective communication is key to collecting past due payments. Here are proven email examples for different situations:
Example 1: First Reminder (1-7 days past due)
Subject: Friendly reminder: Invoice #12345 payment
Hi [Client Name], I hope this message finds you well. I wanted to send a quick reminder that Invoice #12345 for $1,500 was due on [Due Date]. If you've already sent payment, please disregard this message. If not, I'd appreciate if you could process payment at your earliest convenience. Invoice Details: • Invoice #: 12345 • Amount Due: $1,500 • Original Due Date: [Due Date] • Days Past Due: [X days] You can view and pay your invoice here: [Payment Link] Please let me know if you have any questions or need the invoice resent. Best regards, [Your Name]
Example 2: Second Reminder (15-30 days past due)
Subject: Second notice: Past due invoice #12345
Hi [Client Name], I'm following up on Invoice #12345 for $1,500, which is now 21 days past due. I sent a reminder last week but haven't received payment yet. Invoice Details: • Invoice #: 12345 • Amount Due: $1,500 • Original Due Date: [Due Date] • Days Past Due: 21 days • Late Fee: $50 (if applicable) If there's an issue with the invoice or a reason for the delay, please let me know so we can resolve it together. Otherwise, I'd appreciate payment this week. Pay online here: [Payment Link] Thank you for your prompt attention to this matter. Best regards, [Your Name]
Example 3: Final Notice (45+ days past due)
Subject: FINAL NOTICE: Past due invoice #12345 - Action required
Hi [Client Name], This is a final notice regarding Invoice #12345, which is now 45 days past due. Despite previous reminders, payment has not been received. Invoice Details: • Invoice #: 12345 • Amount Due: $1,550 (including late fees) • Original Due Date: [Due Date] • Days Past Due: 45 days Action Required: Payment must be received within 7 days (by [Date]) to avoid this account being sent to collections. If you're experiencing financial difficulties, please contact me immediately to discuss a payment plan. Pay immediately here: [Payment Link] I value our business relationship and hope we can resolve this matter promptly. Regards, [Your Name] [Phone Number]
Need more email examples and templates? Check out our comprehensive guides:
Past Due Invoice Email Templates
Professional email templates and examples specifically for past due invoices.
Invoice Follow-Up Email Guide
Learn how to write effective follow-up emails for outstanding invoices.
Best Practices for Handling Past Due Invoices
- • Act quickly: Send the first reminder within 1-3 days of the invoice becoming past due
- • Be professional: Maintain a courteous tone, even when firm action is needed
- • Use multiple channels: Follow up via email, phone, and mail for seriously overdue invoices
- • Document everything: Keep records of all communication regarding past due payments
- • Offer payment plans: Be willing to work with clients experiencing genuine financial difficulties
- • Apply late fees consistently: If your terms include late fees, apply them fairly to all clients
- • Escalate appropriately: Have a clear escalation process from reminders to final notice to collections
- • Learn from patterns: If certain clients consistently pay late, adjust terms or require upfront payment
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