Invoice Follow-Up Email Templates

Subject: Quick check-in — Invoice #INV-2024-0847 ($4,750.00) Hi Sarah, I noticed Invoice #INV-2024-0847 for $4,750.00 was due yesterday. Just wanted to make sure it did not slip through the cracks. I have attached a fresh copy. If you have already sent payment, thank you — please disregard this. Is there anything you need from our side to process this? Best, James Mitchell Acme Corp | (555) 234-5678

Subject: Re: Quick check-in — Invoice #INV-2024-0847 ($4,750.00) Hi Sarah, Just bumping this to the top of your inbox. Invoice #INV-2024-0847 for $4,750.00 is now 5 days past due. Can you let me know the status? Even a quick "it is in the queue" helps me on my end. Thanks, James

Call script: "Hi Sarah, this is James Mitchell from Acme Corp. I am calling about Invoice INV-2024-0847 for $4,750 — it is about 8 days past due now. I sent a couple of emails but wanted to check in by phone in case those got buried. Is there any issue with the invoice, or is it just a timing thing? [LISTEN — take notes on their response] If they say it is in process: "Great, do you have an expected payment date I can note in our system?" If they mention cash flow issues: "I understand. Would it help to set up a short payment plan? We could split it into two payments if that makes things easier." If they raise a dispute: "I want to make sure we get this right. Can you email me the specifics of the concern? I will get our team on it right away." Thanks Sarah. I will follow up by email with a summary of what we discussed."

Subject: Following up on our call — Invoice #INV-2024-0847 Hi Sarah, Thanks for taking my call today. [Or: I just tried you by phone and left a voicemail.] Per our discussion, here is where we stand on Invoice #INV-2024-0847 ($4,750.00, now 8 days past due): - [Summarize what was discussed / Or: I would love to get a quick status update] - Expected payment date: [Date they committed to / Or: TBD — please advise] If anything changes or you need something from our end, just reply here. Best, James Mitchell Acme Corp | (555) 234-5678

Subject: Checking in — Invoice #INV-2024-0847 payment status Hi Sarah, Circling back on Invoice #INV-2024-0847 for $4,750.00 (now 15 days past due). [If they committed to a date]: You mentioned payment would be processed by [date]. I have not seen it come through yet — can you confirm the status? [If no prior response]: I have reached out a few times by email and phone and have not heard back. I want to resolve this between our teams, but I do need a response. Can you reply with a status update today? Looking forward to hearing from you. James Mitchell Director, Accounts Receivable Acme Corp | (555) 234-5678

Call script: "Hi Sarah, this is James Mitchell, Director of Accounts Receivable at Acme Corp. I need to speak with you about Invoice INV-2024-0847 for $4,750. This invoice is now 22 days past due. I have reached out four times — two emails and a phone call — and we have not been able to resolve this. I want to be upfront with you: our policy is that accounts over 30 days past due are subject to late fees and potential service suspension. I would much rather work this out directly. Can we agree on a specific payment date today? If the full amount is difficult right now, I am authorized to set up a two-payment arrangement. [If they commit]: Great. I will send you a written confirmation of that. We will hold off on any late fees as long as payment comes through on [date]. [If they are evasive]: I understand. I do need to let you know that if we do not have payment or a written plan by [date 7 days out], I will need to escalate this per our policy. I really do not want to do that."

Subject: Action required — Invoice #INV-2024-0847 is 30 days past due Sarah, Invoice #INV-2024-0847 for $4,750.00 is now 30 days past due. We have made five attempts to resolve this (Feb 16, 20, 23, Mar 3, and Mar 8). Per our service agreement, the following will take effect if payment or a written payment plan is not received within 7 business days: 1. Late fee of 1.5% per month ($71.25) applied to the balance 2. Suspension of services under your account 3. Referral to our collections process I want to avoid these steps. Please reply with one of the following: A) Payment has been submitted (confirmation number) B) Payment will be submitted by [specific date] C) We need to discuss a payment plan D) We dispute the invoice (please provide details) Regards, James Mitchell Director, Accounts Receivable Acme Corp | (555) 234-5678

Call script: "Sarah, this is James Mitchell from Acme Corp. I am calling one final time about the outstanding $4,750 on Invoice INV-2024-0847. This account is now 46 days past due. I have reached out multiple times over the past six weeks. We are at the point where, without payment or a plan by [date 7 days out], I am required to refer this to our external collection partner and report the delinquency to commercial credit bureaus. I genuinely do not want to do that. This is a relationship we value. Is there anything preventing you from making this payment? I can authorize a payment plan — even three monthly installments of $1,650 would work. [If they agree to a plan]: Excellent. I will email you a payment plan agreement today. Once you sign it, we will put the account on hold and stop the escalation process. [If no response/evasion]: I understand. I am going to send you a final written notice today. You will have 7 calendar days to respond before the account is referred externally. I hope we can resolve this."

Subject: FINAL NOTICE — Invoice #INV-2024-0847 referral in 7 days Sarah, This is a final notice regarding Invoice #INV-2024-0847 ($4,750.00 + $142.50 late fees = $4,892.50 total). Timeline of our collection efforts: - Feb 16: Email reminder (Day 1 overdue) - Feb 20: Email follow-up (Day 5) - Feb 23: Phone call + email (Day 8) - Mar 3: Email status check (Day 15) - Mar 8: Phone call — escalation (Day 22) - Mar 17: Formal 30-day notice (Day 30) - Mar 31: Phone call — final attempt (Day 46) In 7 calendar days, if we have not received payment of $4,892.50 or a signed payment plan agreement, we will: 1. Refer the account to a third-party collection agency 2. Report to Dun & Bradstreet and Experian Business 3. Reserve all legal remedies To resolve now: pay.acmecorp.com or call (555) 234-5678. This letter is being sent via certified mail and email. James Mitchell Director, Accounts Receivable Acme Corp