An overdue invoice follow-up schedule for contractors

The days after 14 are a suggestion, not a rule. Adjust them to your contracts and your customer.

Before and on the due date (written by hand)

Hi Dana, a quick note that invoice 1042 for $485.00 is due on Friday. You can pay by card from the link in the invoice email, or by check. Thanks, Marcus at Ortega Plumbing

+1 day

Subject: Invoice {{invoice.number}} was due yesterday

Hi {{customer.first_name}},

A friendly reminder that invoice {{invoice.number}} for {{invoice.amount_due}} was due on {{invoice.due_date}}. You can pay online here:

{{invoice.pay_url}}

If you already paid, thank you and please ignore this note.

{{company.name}}

+7 days

Subject: Invoice {{invoice.number}} is 7 days past due

Hi {{customer.first_name}},

Invoice {{invoice.number}} for {{invoice.amount_due}} is now a week past due. Please pay at your earliest convenience:

{{invoice.pay_url}}

If there is a problem with the invoice, call us at {{company.phone}} and we will sort it out.

{{company.name}}

+14 days

Subject: Final reminder: invoice {{invoice.number}}

Hi {{customer.first_name}},

Invoice {{invoice.number}} for {{invoice.amount_due}} is two weeks past due. Please pay today or call {{company.phone}} so we can arrange something:

{{invoice.pay_url}}

{{company.name}}

CalSpark does not automate any of this. Put a reminder in your own calendar.

The phone call

Say who you are and why you are calling: "This is Marcus from Ortega Plumbing, about invoice 1042 for $485, due on the 3rd." Ask a question: "Is there something wrong with the invoice, or can we get it paid this week?" Then listen. If they promise a date, repeat it back and send it in writing after the call. If they dispute the work, ask what specifically, and offer to look at it.

The written final notice and pausing work

Around day 30, send a plain written notice with the invoice number, amount, original due date, the dates you contacted them, and a date by which you expect payment. Tell them that until the invoice is settled you cannot schedule further work. Stick to what you will actually do. Offering a payment plan, with partial payments, often works better than silence. The card payment link, which pays into your own Stripe account, collects the full remaining balance, so it cannot take a part payment. Agree the amount with the customer, then record each payment you receive on the invoice yourself.

Late fees, liens and collections have rules that differ by state and by trade, and some require specific notices or deadlines. This is not legal advice. Before you charge a late fee, file a lien or send a balance to collections, check with your state contractor board or an attorney.