If you operate a food and beverage supplier or distributor businesses long enough, eventually you’ll encounter a client not paying their invoice. Wether it’s because the invoice slipped through the cracks, they are having cash flow issues or their accounts payable clerk is on leave, it’s not a fun situation to deal with. 

Not only can following up on invoices feel a bit awkward, but it’s also super time consuming and can require a lot of manual work.

We’re here to make your life a little easier, so we’ve put together 5 emails templates to help you follow up on late invoice payments with your customers. You can either copy and paste these directly (we don’t mind!) or use them as inspiration and edit them to suit your company’s voice and needs.

Before you check out the unpaid invoice email templates below, remember this. Always start from a place of compassion and understanding. Most businesses have just simply made a mistake. How you handle outstanding invoices can set the tone for your future relationship with customers. Take a resolution-first approach, always!

Without further adieu, here are the templates.

Outstanding Invoices Email Templates

Here are five templates you can use to follow up with customers who have not paid their invoices.

[Template 1] Long, formal, first overdue invoice follow up

Subject: Follow-Up on Unpaid Invoice [Invoice Number]

Dear [Client’s Name],

I hope this message finds you well. I wanted to follow up regarding the outstanding invoice [Invoice Number] dated [Invoice Date] for the amount of [Invoice Amount], which is currently overdue.

We understand that sometimes circumstances can lead to delays in payments, and we are committed to providing you with exceptional service. If there are any issues or concerns related to this invoice that we are unaware of, please don’t hesitate to let us know so that we can work together to resolve them promptly.

To facilitate the payment process, you can find the invoice attached to this email. Please review the details, and if there are no discrepancies, we kindly request that you make the payment at your earliest convenience.

Here are the payment details:

Invoice Number: [Invoice Number]
Invoice Amount: [Invoice Amount]
Due Date: [Due Date]
Payment Methods: [Payment Methods, e.g., bank transfer, PayPal, credit card]

If you have already made the payment or have any questions regarding this invoice, please reply to this email or contact our Accounts Receivable department at [Accounts Receivable Contact Information] so that we can update our records accordingly.

We value your business and partnership and are committed to delivering top-notch service. Your prompt attention to this matter will help us maintain the continuity of our services without interruptions.

Thank you for your prompt action in resolving this matter. We appreciate your cooperation and look forward to a swift resolution.

Sincerely,

[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]

[Template 2] Short, causal first unpaid invoice follow up

Subject: Invoice Reminder – Action Needed

Hey [Client’s Name],

I hope you’re doing well! Just a quick reminder about the unpaid invoice [Invoice Number] from [Invoice Date] with a total of [Invoice Amount].

We understand things can get busy, and we’re here to help. If you’ve already taken care of this, please disregard this message. If not, kindly make the payment when you can.

Payment Details:

Invoice Number: [Invoice Number]
Amount: [Invoice Amount]
Due Date: [Due Date]
Payment Methods: [Payment Methods, e.g., bank transfer, PayPal, credit card]

Your prompt attention to this matter would be greatly appreciated. If you have any questions or need assistance, feel free to reach out.

Thanks for your business and cooperation!

Best regards,

[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]

[Template 3] Second follow up on outstanding invoice

Subject: Second Reminder – Unpaid Invoice [Invoice Number]

Hello [Client’s Name],

I hope this message finds you well. I wanted to follow up once more regarding the unpaid invoice [Invoice Number], which is now overdue.

We understand that situations can be hectic, and we’re here to assist in any way we can. If you’ve already settled the invoice, please disregard this message. If not, please address this at your earliest convenience to ensure a smooth resolution.

Here are the payment details:

Invoice Number: [Invoice Number]
Outstanding Amount: [Outstanding Amount]
Due Date: [Due Date]
Payment Methods: [Payment Methods, e.g., bank transfer, PayPal, credit card]

Your prompt attention to this matter would be greatly appreciated. If you have any questions or require further assistance, please don’t hesitate to reach out.

We value your business and are committed to providing top-notch service. Your cooperation is essential in maintaining our strong partnership.

Thank you for your attention to this matter.

Best regards,

[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]

[Template 4] Urgent, final reminder for past dues invoice

Subject: Urgent – Final Reminder: Unpaid Invoice [Invoice Number]

Hello [Client’s Name],

I hope you’re well. This is the third and final reminder regarding the unpaid invoice [Invoice Number], which is now significantly overdue.

Outstanding Invoice Details:
Invoice Number: [Invoice Number]
Outstanding Amount: [Outstanding Amount]
Original Due Date: [Due Date]
Current Date: [Current Date]

To prevent any disruptions to our services or to your account, we implore you to settle this invoice within the next 48 hours. Here are the payment methods for your convenience: [Payment Methods, e.g., bank transfer, PayPal, credit card].

If you’ve already addressed this issue, kindly ignore this message. If you require any assistance or need to discuss the outstanding balance, please contact us immediately at [Your Contact Information].

We value your business and hope to resolve this matter promptly. Please treat this matter with utmost urgency to avoid any disruptions and maintain our positive business relationship.

Sincerely,

[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]

[Template 5] Alerting customer to alternative means to obtain payment

Subject: Urgent Notice – Unpaid Invoices

Dear [Client’s Name],

Despite our previous reminders, your outstanding invoices remain unpaid. We regretfully inform you that unless payment is received within the next 48 hours, we will have no choice but to pursue alternate measures. We urge you to act swiftly to avoid these steps and maintain our positive business relationship.

Sincerely,

[Your Name]
[Your Title]
[Your Company Name]

Automate unpaid invoices reminder emails

You have a ton of things on the go, wether it’s partnering with new restaurant buyers or expanding your brewery business, so manually sending follow up emails when one of your customers hasn’t paid is not ideal. It requires you to manually track who’s paid and who hasn’t, and block out time in your day to ensure each customer is receiving the right email in the cadence.

Not only does it suck up a bunch of your time, but it also creates more risk for your business if you forget to follow up in a timely manner and end up receiving payment even later than expected.

We recommend streamlining this process, so that when customers inevitably forget to pay their invoices or pay late, you have automatic emails set up to handle the heavy lifting for you. Choosing the right accounts receivable automation platform can help you automate this process. 

Better yet, automating payments completely would eliminate this issue. 

Avoid customers not paying invoices with auto-pay

Digitizing and automating your payments process is a win-win. It helps you as a food and bev distrubutor by ensuring you get paid on time and reducing the amount of time you spend on accounts receivables. But it also benefits your customers as they don’t have to worry about manually writing a cheque or making a payment.

A fully integrated accounts payable and accounts receivable platform can safely store your customers payments data, so you can charge them on an agreed upon date automatically. Imagine, a hands-free process for both you and your customers! Also, no more trips to the bank to deposit cheques or cash.

Additionally, if a credit card payment bounces, the payment method will automatically be tried again over the course of several days. This would reduce the need for you to intervene in the payments process almost entirely.

If you’re ready to explore how a software platform can help eliminate the need for manual payments-related emails to customers all together, set up a time to chat with our team.

Want to learn more about payments for your food and beverage business? Check out our blog Credit, Cash & EFTs: Which Payment Method is Best for Restaurant Suppliers