Payment reminder templates that collect same-day
Copy-paste email and SMS reminder templates that get invoices paid same-day. Includes merge tags for Toolfy's automated reminder system.
Not financial advice
Pricing guidance here is educational. Model rate changes against your own books, suppliers, and market before implementing them.
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
- Go to Reminders in the main nav
- Pick the template (Invoice sent, Due date, Overdue, Job complete)
- Paste the copy above, keep the merge tags
- Toggle on Email and/or SMS
- 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)
- Day 3 overdue – resend reminder + call
- Day 7 – use firm template + mention late fees
- Day 14 – send Payment Escalation Playbook link internally and involve finance lead
Related resources
Need these loaded for you? Email support@toolfy.io with the template you want and we’ll drop it into your workspace.
⚠️ Important Disclaimer
This guide is for general informational and educational purposes only. It does not constitute professional advice of any kind (legal, financial, tax, insurance, or otherwise).
Before making business decisions: Consult with qualified professionals (solicitors, accountants, insurance brokers, etc.) who can assess your specific circumstances. Laws, regulations, and industry standards change frequently and vary by location and situation.
Toolfy and the article authors accept no liability for decisions made or actions taken based on information provided in this guide. You are solely responsible for ensuring compliance with all applicable laws and regulations.
Frequently Asked Questions
When should I send payment reminders for best results?
What should I include in an overdue payment reminder?
How do I increase payment conversion with reminders?
Need this workflow in Toolfy?
Spin up the exact checklist, scripts, and automations from this article inside your workspace.
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