7 Invoice Follow-Up Emails Every Tradie Should Steal (Copy-Paste Ready)

Chasing invoices shouldn't take you half an hour every time you open your laptop. The trick is having the words ready to go, then tweaking the details. Below are seven follow-up emails you can copy, paste, and send – from the friendly nudge on day one to the final notice at day 45.

A quick note on tone. The biggest mistake most tradies make is writing a follow-up email like it's a formal legal letter. Your client doesn't want to be lectured. They usually just forgot. Keep it short, friendly, and make it easy for them to pay.

1. The "heads-up" – one day before the due date

**Subject:** Quick reminder – invoice #[0123] due tomorrow

Hi [Name], just a heads-up that invoice #0123 for $[amount] is due tomorrow. Payment details are on the invoice or you can pay directly here: [payment link]. Cheers, [Your name]

**Why it works:** it's a favour, not a chase. Clients actually thank you for this one.

2. The friendly nudge – 3 days overdue

**Subject:** Invoice #[0123] – just checking in

Hi [Name], hope the [bathroom reno / job] is holding up well. Just checking in – invoice #0123 for $[amount] was due on [date] and I haven't seen it come through yet. If you've already paid, ignore this one (and thanks). Otherwise here's the link: [payment link]. Any issues, just flick me a reply. Cheers, [Your name]

**Why it works:** gives them an out ("if you've already paid") so they don't feel accused.

3. The "is everything okay?" – 7 days overdue

**Subject:** Is everything all good with invoice #[0123]?

Hi [Name], I sent a quick reminder earlier this week but haven't heard back, so I wanted to check in. Invoice #0123 for $[amount] is now a week overdue. If there's an issue with the invoice or the work, let me know and we'll sort it. If not, you can pay here: [payment link]. Appreciate it. [Your name]

**Why it works:** if there's a genuine dispute, this gets it on the table early.

4. The firm-but-fair – 14 days overdue

**Subject:** Invoice #[0123] – action required

Hi [Name], invoice #0123 for $[amount] is now two weeks overdue. I need to get this settled this week. You can pay via the link below or by direct deposit – details on the invoice. If there's a reason for the delay, give me a ring on [phone] and we'll work something out. [Your name]

**Why it works:** firmer tone, but still offers a conversation. Give the phone number – it signals you mean it.

5. The late-fee warning – 21 days overdue

**Subject:** Final notice before late fees apply – invoice #[0123]

Hi [Name], invoice #0123 for $[amount] is now 21 days overdue. Per the payment terms on the invoice, a late fee of [X%] will apply from [date] if payment isn't received. I'd rather not add fees if we can avoid it – please pay today using the link below or call me to arrange something. [Your name]

**Why it works:** late fees only work if you warn before you charge them. This is the warning.

6. The formal demand – 30 days overdue

**Subject:** Formal demand for payment – invoice #[0123]

Dear [Name], this is a formal demand for payment of invoice #0123 dated [date] for $[amount], which is now 30 days overdue. Please pay the full amount within 7 days. If payment is not received by [date], I will begin debt recovery action, which may include engaging a collection agent and/or filing a claim in the Disputes Tribunal. Regards, [Your name]

**Why it works:** language matters here. "Formal demand" is the legal pivot point.

7. The final – 45 days overdue

**Subject:** Final notice – invoice #[0123]

Dear [Name], despite multiple reminders, invoice #0123 for $[amount] remains unpaid. This is my final notice before I hand this to a debt collector / file with the Disputes Tribunal. To resolve this, pay the full balance of $[amount + late fees] by [date]. Regards, [Your name]

Use these – but don't send them manually

Writing these out works. Sending them manually kills your week. This is the exact cadence TabNudge runs automatically – with context-aware wording that adjusts based on the client, the invoice age, and whether they've paid you on time before. It plugs straight into Xero so you never touch the invoice. And when email stops working, it'll send an SMS nudge instead, which tradies consistently tell us gets the fastest response.

Save these templates. Or skip the admin altogether and let the nudging happen in the background.