A reminder is useful when an invoice has simply slipped through. When payment is stuck for another reason, repeating the same reminder can create noise. Check the ledger first, then choose the message that fits what you actually know.
Confirm the outstanding balance, due date, customer contact, previous conversation, and whether payment has already arrived. Replace every bracketed field. Keep the tone appropriate for the relationship and your firm's policy.
Copy-and-edit templates
1. A simple payment-status check
Use this when the invoice appears overdue and you have no specific blocker yet.
Subject: Invoice [number] — payment status Hello [name], I'm following up on invoice [number] for [amount], due [date]. Could you let me know its payment status and whether you need anything from us to process it? If payment has already been sent, please disregard this note and let me know so I can update our records. Thank you, [your name]
2. A missing PO or document
Use this when the customer has said a purchase order, reference, or supporting document is blocking payment.
Subject: What is needed for invoice [number]? Hello [name], I'm checking what is needed to process invoice [number] for [amount]. I understand a [PO/reference/document] may be missing. Could you confirm the exact item and where we should send it? Once we have that, I can make sure the right person on our side follows through. Thank you, [your name]
3. Confirming a payment promise
Use this only after a customer has given you a specific expected payment date.
Subject: Confirming next steps for invoice [number] Hello [name], Thank you for the update on invoice [number] for [amount]. I have noted [promised date] as the expected payment date. Could you confirm that timing still works, or let me know if anything has changed? If there is a blocker we can help resolve, please tell me what is needed. Thank you, [your name]
What to record after the message
Keep the result of the exchange where the next person can see it: the specific blocker, who owns the next action, the date you will check again, and any payment date the customer actually gave. A promise is useful context, but it is not proof of payment. Confirm receipt in your accounting system before marking an invoice paid.
Orvaket turns a CSV aging report into a follow-up board and prepares a draft based on the blocker you record. You review and send it yourself. It does not connect to your email or automatically contact customers.
Give every invoice a next move.
Explore fictional sample invoices first, then import your own authorized CSV if the workflow fits.
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