5 Invoice Reminder Email & SMS Templates That Get Contractors Paid Faster
Chasing unpaid invoices is the part of running a trades business nobody warned you about. You finished the job, submitted the invoice, and now you're waiting — checking your bank account every morning, wondering if you should call. The awkward silence after a due date passes is something every plumber, electrician, and general contractor knows well.
The good news: the right message, sent at the right time, gets most invoices paid without damaging the relationship. Below are five templates covering every stage — from a friendly heads-up before the due date to a firm final notice. Each one includes both an email and an SMS version, because sometimes a text gets read when an email doesn't.
Copy them, adjust the bracketed fields to your business, and start sending today. Or skip to the end if you'd rather have this happen automatically.
Template 1: The early reminder (3 days before due date)
Tone: warm, proactive
Subject: Invoice [#INVOICE] due [DATE] — [YOUR COMPANY NAME]
Hi [CLIENT FIRST NAME], Just a quick note — invoice [#INVOICE] for $[AMOUNT] is due on [DATE]. If you have any questions about the work or the invoice, reply here and I'll get back to you right away. Thanks for the business, [YOUR NAME] [YOUR COMPANY NAME] [PHONE NUMBER]SMS
Template 2: Due date reminder
Subject: Invoice [#INVOICE] is due today — [YOUR COMPANY NAME]
Hi [CLIENT FIRST NAME], Invoice [#INVOICE] for $[AMOUNT] is due today. You can pay online here: [PAYMENT LINK] If payment has already been sent, please disregard this message. If you have any questions, don't hesitate to reach out. [YOUR NAME] [YOUR COMPANY NAME]SMS
Template 3: One week overdue (friendly follow-up)
Subject: Following up — invoice [#] past due
Hi [CLIENT FIRST NAME], I wanted to follow up on invoice [#INVOICE] for $[AMOUNT], which was due on [DATE]. I haven't received payment yet — if something came up or you have questions about the invoice, just let me know and we can sort it out. Payment link: [PAYMENT LINK] Thanks, [YOUR NAME] [YOUR COMPANY NAME] [PHONE NUMBER]SMS
Template 4: Three weeks overdue (direct follow-up)
Subject: Invoice [#INVOICE] — payment required
Hi [CLIENT FIRST NAME], Invoice [#INVOICE] for $[AMOUNT] is now 21 days overdue. Please arrange payment at your earliest convenience using the link below. Payment link: [PAYMENT LINK] If there is a dispute or billing issue I'm not aware of, please contact me directly so we can resolve it promptly. [YOUR NAME] [YOUR COMPANY NAME] [PHONE NUMBER]SMS
Template 5: Final notice (45+ days overdue)
Subject: Final notice — invoice [#INVOICE] — [YOUR COMPANY NAME]
Hi [CLIENT FIRST NAME], This is a final notice regarding invoice [#INVOICE] for $[AMOUNT], which is now [X] days past due despite previous reminders. Please make payment immediately: [PAYMENT LINK] If payment is not received by [FINAL DATE], I will need to explore further options for collecting this outstanding balance, which may include suspending future work and pursuing the matter through appropriate channels. If you believe there has been an error, please contact me directly at [PHONE NUMBER] within 48 hours. [YOUR NAME] [YOUR COMPANY NAME]SMS
Stop sending reminders manually
These templates work — but copy-pasting them into your email every time a client goes quiet gets old fast. You have to remember which client is on which step, track due dates across multiple jobs, and find time to follow up while you're on site or under a sink.
Relanco connects to QuickBooks Online and FreshBooks and sends these reminders for you — the right message, at the right time, by email and SMS. Set it up in minutes and let it run in the background while you focus on the work.
Relanco connects to both QuickBooks Online and FreshBooks, syncs your invoices, and runs your reminder sequences automatically — SMS, email, or both, in French or English.
$9 CAD/month for 2 months, then $29 CAD/month — 30-day free trial, no credit card required.
Frequently asked questions
- Do these templates work for both email and SMS?
- Yes — each template includes both an email version and an SMS version. The SMS versions are formatted for a toll-free business number, with opt-out language as required by CASL.
- Can I use these templates with QuickBooks or FreshBooks?
- Yes. These templates are written for manual use, but if you want them sent automatically based on your QuickBooks or FreshBooks invoice data, Relanco handles that.
- How do I know which template to send?
- Use Template 1 three days before the due date, Template 2 on the due date, Template 3 at 7 days overdue, Template 4 at 21 days, and Template 5 at 45 days. The progression matches what most contractors find effective.
These five templates cover every stage of an effective reminder sequence — from the pre-due heads-up to the final notice. Use them as-is or adapt them to your business. And if you'd rather not send them yourself, Relanco handles it for $9 CAD/month to start.
Try Relanco free for 30 days →
Read also: How to Automate Invoice Reminders in QuickBooks and FreshBooks