Templates

First Invoice Reminder Template

Your first reminder sets the tone for every follow-up after it. Here's how to get it right — and four templates to copy.

August 5, 2026·4 min read

The first invoice reminder is the most important one. It reaches clients before frustration sets in on either side, it catches genuine forgetfulness early, and it establishes that you track your invoices — which shapes how quickly clients pay going forward.

Below are four variations for the first touch: a pre-due email, a due-date email, a pre-due text, and a due-date text. Use whichever fits your relationship with the client.

The first reminder shouldn't feel like a chase — it should feel like good communication. Keep it brief, warm, and make paying the easiest possible next action.
Template 1

Pre-due reminder email (3 days before due date)

Send this proactively. It gives the client time to arrange payment before the deadline and signals that you're organized without applying any pressure.

Pre-Due Email
Subject:Upcoming payment — Invoice #[Invoice Number] due [Due Date]
Hi [First Name], Hope everything is going well. Just a quick note that invoice #[Invoice Number] for $[Amount] is coming up due on [Due Date]. You can pay anytime here: [Payment Link] If you have any questions about the invoice, just let me know. Thanks, [Your Name] [Business Name]
Template 2

Due date reminder email (morning of due date)

Send this early in the morning on the day payment is due. It's the first "real" reminder — the invoice is due today, payment is expected. Still friendly, but now there's a clear timeline.

Due Date Email
Subject:Invoice #[Invoice Number] — Due today
Hi [First Name], Just a quick reminder that invoice #[Invoice Number] for $[Amount] is due today, [Due Date]. Pay now in one click: [Payment Link] As always, thank you for your business — it was a pleasure working with you. [Your Name]
Template 3

Pre-due reminder text (3 days before)

Use this if you normally communicate with the client by text. Short, warm, and direct.

Pre-Due SMS
Hi [First Name] — just a heads-up that invoice #[Invoice Number] for $[Amount] is due on [Due Date]. Pay here when ready: [Payment Link]. Thanks! — [Your Name]
Template 4

Due date reminder text (day of)

Same energy as the email version, condensed for SMS. Lead with the key information and end with the payment link.

Due Date SMS
Hi [First Name], invoice #[Invoice Number] for $[Amount] is due today. One tap to pay: [Payment Link] — [Your Name]
How LaborMate Helps

Send your first reminder automatically — and every one after it

With LaborMate, your first reminder goes out on a schedule you set — no manual trigger needed. The feature handles the pre-due heads-up, the due-date message, and any overdue follow-ups as a continuous sequence. Set your templates once and every invoice you send is covered.

What automation adds to these templates:
  • •Sends on your defined schedule — no manual action per invoice.
  • •Embeds a live Stripe payment link in every message.
  • •Tracks open status so you know if the client has seen it.
  • •Stops automatically when payment is received.

Key Takeaways

When should I send the first invoice reminder?

Send a heads-up 3 days before the due date, and a follow-up on the due date if unpaid. Don't wait for the invoice to become overdue before reaching out for the first time.

What tone should the first reminder use?

Friendly and helpful. The client may have simply forgotten or been busy. A warm, professional message with a clear payment link is all that's needed at this stage.

Should my first reminder restate the invoice details?

Yes — always include the invoice number, total amount, and due date. Don't assume the client remembers the details or has the invoice in front of them.

Is it better to send the first reminder by email or text?

Match the channel you used to send the original invoice. If you emailed it, follow up by email. If the relationship is text-based, text is fine. Consistency in channel reduces friction.

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