Payment Reminder Templates for Accountants

Use a payment reminder template to ask about an unpaid client invoice without making assumptions about why it is late. Start with the gentle message below. Check receipts first, then choose a second follow-up or refer the account to your principal.

Payment Reminders You Can Send to a Client

Each message gives the client enough information to identify the invoice and either pay it or raise a question. Replace every field in braces before sending. The amount is the unpaid balance after receipts and credits, in the invoice’s currency.

Choose the message from the account history. A second reminder follows an unanswered first reminder. Use the final message only when the principal has agreed to review the account if the client does not respond.

Gentle Overdue Reminder

Use this message for a first follow-up after the agreed due date. Download the editable gentle payment reminder in Word, or copy the text below into your email.

Hey {client contact},

Just following up on invoice {invoice reference} for {service description}. Our records show ${unpaid amount} is still outstanding, with payment due on {agreed due date}.

You can pay using the payment details on your invoice or this link:
{known invoice payment link}

Please use {payment reference} as the payment reference.

If you’ve already paid, thanks. Please reply with the payment date and reference so we can match it to your invoice.

If you have a question about the amount, reply with the item you’d like us to check. You can also contact us on {accounts phone or email}.

Could you please arrange payment or let us know when we can expect it?

Keep the service description brief, such as bookkeeping services or agreed accounting work. Use the invoice’s existing description without adding client tax details. For bank-transfer-only invoices, remove the payment-link wording.

Second Follow-Up

Recheck the account before sending this message. Use it when the first reminder has not produced payment or a reply.

Hey {client contact},

I’m following up again on invoice {invoice reference} for {service description}. The unpaid balance is ${unpaid amount}, and the agreed due date was {agreed due date}.

You can pay using the payment details on the invoice or this link:
{known invoice payment link}

Please use {payment reference} as the payment reference.

If you’ve already paid, thanks. Please send the payment date and reference so we can check it.

If you disagree with the amount or need to discuss payment timing, please reply or contact {accounts phone or email}.

Could you please confirm when payment will be made?

If the client asks for more time, record the proposed arrangement and obtain approval under your practice’s payment policy. Confirm the accepted arrangement in writing. Adjust future reminders to that arrangement.

Final Reminder Before Internal Review

This message refers the account to your principal for a decision. It does not announce debt collection, legal action or the end of the engagement. Choose a response period your practice can reasonably allow and follow through on.

Hey {client contact},

We still have an unpaid balance of ${unpaid amount} on invoice {invoice reference} for {service description}. Payment was due on {agreed due date}.

Please arrange payment using the details on your invoice or this link:
{known invoice payment link}

Please use {payment reference} as the payment reference.

If you’ve paid, thanks. Please reply with the payment date and reference so we can match it.

If you dispute the amount or need to discuss an arrangement, please contact {accounts phone or email}.

Please reply within {agreed response period}. If we haven’t heard from you by then, our principal will review the account and contact you about the next step.

Replies for Payment or a Dispute

When you have matched the receipt, acknowledge payment and close the reminder in the debtor record.

Thanks, we’ve matched your payment to invoice {invoice reference}. That invoice is now paid, so you can disregard the reminder.

If a receipt covers only part of the invoice, state the amount received and the verified balance remaining. Do not say the invoice is paid until it is fully settled.

When the client disputes a charge, acknowledge the issue and assign the review before sending another overdue message.

Thanks for raising this. We’ll review the {disputed invoice item} on invoice {invoice reference} against the agreed work and fees.

We’ve paused reminders for the disputed amount while we review it. {responsible role} will contact you within {agreed review period}.

Use the dispute reply after recording the reminder pause and assigning the review. Replace the role with the person’s role your client recognises. Agree a review period the responsible staff member can meet.

Check the Bill Before Sending

Reconcile the invoice against actual receipts and credits before calling it unpaid. Business.gov.au’s unpaid invoice guidance also starts with the agreed payment conditions.

1. Confirm the invoice belongs to the correct client and billed entity. Check that the client received it and that the contact handles that entity’s accounts.
2. Match bank receipts, payment-provider receipts and remittance references. Check unapplied receipts, part payments and credits before calculating the balance.
3. Read the engagement letter and any later agreed changes. Confirm the billed service, amount and due date match the agreement.
4. Check for an active payment arrangement or fee dispute. Respect the agreed instalments and pause the disputed amount for review.
5. Confirm the destination and content of the message. Use the verified accounts contact and only the invoice information needed for payment.

For example, a hypothetical invoice has a part payment recorded under the client group instead of the billed entity. Match that receipt before using the reminder. Ask for the remaining balance, not the original invoice total.

Copy bank details or the payment link from the approved invoice record. Check the visible address and the link destination. Investigate an unexpected change through a separate, known contact channel before using it.

The Australian Cyber Security Centre’s business email compromise guidance describes invoice fraud involving altered bank details. A familiar email thread alone does not establish that new payment details are correct.

Keep Tax File Numbers, returns and unrelated client documents out of the reminder. Ask for a payment reference and date, not a full bank statement. Use your practice’s secure document channel if further supporting evidence is needed.

The Word file has editable text marked with braces. Complete every field and remove any optional link wording that does not apply. Read the completed message before copying it into client correspondence.

Record the Reply and Escalate the Account

Record each reminder against the debtor account so another staff member can see what happened. Keep the sent message and note the recipient, balance requested and follow-up owner. Record the next action and when it is due.

When a client replies, update the record with the outcome:

Client Response	Account Record	Next Action
Paid, with a reference	Receipt reference and matching result	Reconcile the payment and acknowledge it
Paid, receipt not yet matched	Payment date and reference supplied	Investigate the receipt before another reminder
Needs more time	Proposed instalments or payment timing	Obtain approval and confirm the agreement
Disputes the invoice	Item and amount disputed, with the client’s reason	Pause reminders for that amount and assign a review
No reply	Reminder history and contact checks	Refer to the principal under the practice’s policy

Use time and billing software for accountants to assess how your practice records invoices and receipts. A reminder history must stay with the account even when different staff members handle the replies.

An overdue invoice needs payment follow-up. A disagreement about fees needs a review of the work and agreed terms. Your principal decides any change to the engagement or further recovery action.

Keep formal demands separate from these reminders. Business.gov.au’s letter of demand guidance distinguishes that step from friendly reminders. It also limits late-payment interest to agreed contract terms and warns against announcing action you will not take.

Do not add collection costs or interest to these templates. Refer any proposed charge to the principal for a check of the agreement and applicable rules. After the principal’s decision, record the approved action and give one staff member responsibility for carrying it out.