Payment reminder templates that collect same-day

Use these scripts as-is or drop them into Toolfy Reminders. Each template includes merge tags so Toolfy auto-fills customer names, invoice numbers, amounts, and payment links.

Template #1 – gentle heads-up (3 days before due)

Subject: Quick reminder for {{invoice_number}}
Body: Hi {{first_name}}, just a quick reminder that invoice {{invoice_number}} for £{{amount_due}} is due on {{due_date}}. You can pay securely here: {{payment_link}}. Thanks for handling this early so we can keep the schedule running smoothly. — {{business_name}}

When to use: Customers who always pay, annual maintenance, or friendly tone jobs.

Template #2 – due-day reminder

Subject: Today’s the day for {{invoice_number}}
Body: Morning {{first_name}} — today is the due date for invoice {{invoice_number}} (£{{amount_due}}). Tap {{payment_link}} to pay securely by card, Apple Pay, or bank transfer. Need an extension? Hit reply and we’ll sort it. Thanks! — {{business_name}}

When to use: Standard payment terms, keep the tone helpful.

Template #3 – firm overdue (7 days late)

Subject: Action required – invoice {{invoice_number}}
Body: Hi {{first_name}}, invoice {{invoice_number}} (£{{amount_due}}) is now 7 days overdue. Please settle by {{date_plus_3}} to avoid late fees or pauses to ongoing work. Pay here: {{payment_link}}. If you have any questions call {{account_manager_phone}}.

When to use: When you’re ready to mention consequences (late fees, paused service).

Template #4 – SMS nudge

Hi {{first_name}}, the payment for invoice {{invoice_number}} (£{{amount_due}}) is waiting. Tap {{payment_link}} to pay securely. Need help? Call {{office_phone}}. — {{business_name}}

When to use: Same-day collections, on-site visits, or when emails bounce.

Template #5 – Same-day job completion (technician script)

“Hi {{first_name}}, the work is complete and the invoice is ready. If you scan this QR / tap this link {{payment_link}} you can pay now by card. That keeps today’s visit fully wrapped up before I leave.”

When to use: Field technicians with tap-to-pay/same-day policy.

How to automate in Toolfy Reminders

1. Go to Reminders in the main nav
2. Pick the template (Invoice sent, Due date, Overdue, Job complete)
3. Paste the copy above, keep the merge tags
4. Toggle on Email and/or SMS
5. Save — Toolfy will follow the schedule you configure for each template

Quick best practices

• Keep SMS under 160 characters to avoid being billed for two messages
• Log every manual reminder in invoice notes so the team knows the status
• Pause reminders for disputed invoices (invoice → toggle off reminders)
• Pair reminders with same-day payout options (instant payout in Stripe) so cash lands fast

Boost conversions with evidence

Attach:

• Job photos (before/after) so customers trust the work
• Signed job sheets or customer acceptance
• Itemised line items (no vague “Labour”)

Internal escalation (if still unpaid)

1. Day 3 overdue – resend reminder + call
2. Day 7 – use firm template + mention late fees
3. Day 14 – send Payment Escalation Playbook link internally and involve finance lead

Related resources

• Automated reminders and notifications
• Payment escalation playbook
• Resolve failed payments

Need these loaded for you? Email support@toolfy.io with the template you want and we’ll drop it into your workspace.