When to send it
Five to seven days before the due date on a client's first invoice; two to three days before for regular clients who sometimes slip.
The full template
Template
- Subject
- Invoice [INVOICE #] due on [DUE DATE]: anything needed?
Hi [CLIENT NAME], Invoice [INVOICE #] for [AMOUNT] is due on [DUE DATE]. As this is our first invoice together, is there anything your accounts team needs to set me up as a supplier? (Tax form, bank verification, a PO number?) I'd rather sort it now than have the payment held up. Payment details: [BANK DETAILS / PAYMENT LINK], reference [INVOICE #]. Thanks, [YOUR NAME]
Variant: Regular client
Regular client
- Subject
- Invoice [INVOICE #] due [DUE DATE]
Hi [CLIENT NAME], A quick note that invoice [INVOICE #] ([AMOUNT]) is due on [DUE DATE]. Link: [LINK]. Thanks! [YOUR NAME]
Mistakes to avoid
- Sending a pre-due reminder that sounds like a past-due one.
- Asking for payment early. You're confirming the process, not changing terms.
- Forgetting the invoice number in the subject.
- Using it for every client every month; reserve it for new clients and slow payers.
FAQ
Is it professional to send a reminder before an invoice is due?
Yes, especially for a first invoice. Framing it as "anything needed?" keeps it helpful.
How many days before the due date should I send it?
Five to seven days for new clients, two to three for regular ones.