Effective communication is key when it comes to following up on outstanding invoices. Whether you're using an online invoice generator or sending invoices manually, your goal should be to remind clients of pending payments in a manner that is firm yet courteous, maintaining a positive relationship while encouraging timely payment.
Best Practices for Sending Invoices
When you use an online invoice maker to create invoice bill online, the next step is sending it professionally. Our free invoice template generator helps you create the invoice, but how you send it matters just as much.
Sending Best Practices:
- Send immediately: Send invoices as soon as work is completed using your online invoice builder
- Use professional email: Include a friendly but professional message with your invoice
- Attach PDF: Always send a PDF version created with your online invoice tool
- Include payment details: Make it easy for clients to pay by providing clear instructions
- Follow up systematically: Set reminders to follow up on unpaid invoices
Structure Your Reminder in Three Parts
1. Opening
Begin with a polite greeting and a thank you for their business. It's important to start on a positive note to reinforce a good client relationship. When referencing an invoice created with your online invoice generator, mention it naturally in the conversation.
2. Body
Clearly state the purpose of your message. Mention the invoice number, the date it was issued, the amount due, and the payment due date that has passed. Be direct but polite, avoiding any language that could be perceived as confrontational. Reference the invoice you created with your online invoice maker tool.
3. Closing
End with a call to action, such as a request for payment, and provide clear instructions on how to complete the payment. Offer assistance in case they have any questions or concerns, and thank them in advance for their prompt attention to the matter.
Use a Graduated Tone
If the first reminder does not result in payment, it's reasonable to send additional reminders with a gradually firmer tone. However, it's crucial to remain professional and courteous in all communications. Your second or third reminders can express more urgency but should still offer to resolve any potential issues that might have prevented payment.
Reminder Timeline:
- First reminder (7 days): Friendly and understanding tone
- Second reminder (14 days): More direct, emphasizing importance
- Final notice (30 days): Firm but professional, mention consequences
Example of a Professional Invoice Payment Reminder
Subject: Friendly Reminder: Invoice #[INVOICE_NUMBER] Due for Payment
Dear [Client's Name],
I hope this message finds you well. Firstly, I'd like to thank you for your continued business and the opportunity to work together on [Project/Service Name].
I'm writing to remind you of the outstanding invoice #[INVOICE_NUMBER], issued on [Date], with a total amount of [Amount]. According to our records, the payment was due on [Due Date], and it appears that it has not yet been received.
We understand that oversights happen and want to ensure there are no issues with the invoice or the payment process. If you have any questions or if there's any way we can assist, please don't hesitate to reach out.
For your convenience, payment can be made via [Payment Methods], and all necessary details are included on the invoice attached.
Thank you in advance for your prompt attention to this matter. We greatly appreciate your prompt settlement of this invoice.
Warm regards,
[Your Name]
[Your Contact Information]
Leveraging Online Invoice Tools
Modern online invoice generator tools make sending invoices easier than ever. When you use our free invoice template generator to create invoice bill online, you can:
- Generate professional PDF invoices instantly
- Track which invoices have been sent
- Set up automated payment reminders
- Maintain a complete invoice history
The best invoice generator tools, including our online invoice builder, help you maintain professionalism while streamlining your invoicing process. Whether you need to create a bill online or use an online bill generator, these tools save time and ensure consistency.