Invoice Reminder Generator
Follow up an overdue invoice with a friendly, second, or final reminder. Days overdue calculate automatically — free, no signup.
How to use the invoice reminder generator
- Add your business details. Enter your name or company name, company and VAT numbers, address, and optionally your logo.
- Add the client’s details. Enter their name and email address so the reminder is addressed correctly.
- Enter the original invoice details. Reference the invoice number, due date and outstanding amount — the generator calculates days overdue for you.
- Choose the reminder level. Select friendly, second, or final to match how far overdue the invoice is.
- Add payment details and notes. Confirm the payment method and reference, then add any context before downloading the PDF.
What to include in an invoice reminder
- Reminder number and date. A unique reference and the date the reminder was sent, so you can track how many times you’ve followed up.
- Original invoice number and due date. Ties the reminder directly to the unpaid invoice so there’s no ambiguity about which debt it covers.
- Days overdue. Calculated automatically from the due date and reminder date, making the urgency clear at a glance.
- Outstanding amount. The exact balance still owed, stated plainly.
- Reminder level. Friendly, second, or final — setting the right tone for how many times you’ve already chased the payment.
- Payment method and reference. How the client should pay and what reference to use, removing any excuse for delay.
Still not paid?
If a client owes a large balance across several invoices, summarise it with a Statement of Account, or offer staged repayment with a Payment Plan Agreement.
Frequently asked questions
How many reminders should I send before chasing further?
A common pattern is a friendly reminder shortly after the due date, a firmer second reminder around 2-3 weeks overdue, and a final reminder before considering late payment interest, a debt collector, or small claims. This generator supports all three tones.
Can I charge interest on a late payment?
Under the Late Payment of Commercial Debts (Interest) Act, UK businesses can charge statutory interest (currently the Bank of England base rate plus 8%) plus a fixed compensation fee on overdue business-to-business invoices, unless your contract sets a different rate.
What should I include in a reminder letter?
Reference the original invoice number, the due date, days overdue, the outstanding amount, and how to pay. This generator calculates the days overdue automatically from your invoice due date and the reminder date.
What tone should each reminder level use?
Keep the first reminder brief and assume it’s an oversight. The second reminder can be firmer and restate the amount and due date clearly. The final reminder should state your next step plainly — for example mentioning interest, a collections process, or small claims — so the client understands the consequence of continued non-payment.
Should I send reminders by email or post?
Email is usually faster and gives you a timestamped record, which is why the generator captures a client email field. For larger overdue balances, following up with a posted or attached PDF reminder adds a formal paper trail.
What if the client disputes the invoice instead of paying?
Use the notes field to record their response, and pause further reminders until the dispute is resolved. Chasing payment on a disputed invoice before addressing the underlying issue can damage the relationship unnecessarily.