AvoPast Due Invoice: What to Send at 1, 7, 30 and 60 Days (Templates Included)
How to handle an overdue invoice without losing the client: the reminder schedule that works, copy-paste past due notices for 1, 7, 30 and 60 days, how to apply a.
First, check that it is actually late
- Look at the terms on the invoice. Net 30 means 30 days from the invoice date, not from when the work ended. Many “late” invoices are three days from due.
- Check whether the client needed something you did not provide: a PO number, a W-9, a lien waiver, the invoice sent to a different address. Half of overdue business invoices are stuck in the client's process, not in their decision.
- Confirm the invoice was received. Email to the wrong person or a spam folder is more common than refusal.
The schedule that gets paid without a fight
| When | What | Tone |
|---|---|---|
| 3 days before due | Short reminder with the PDF attached again | Helpful |
| 1 day after due | Past due notice #1: amount, due date, how to pay | Neutral, assume oversight |
| 7 days after | Past due notice #2: repeat, add the late fee date if you charge one | Firm, still friendly |
| 14 days after | Phone call. Ask when, not whether | Direct |
| 30 days after | Final notice: late fee applied, deadline, what happens next | Formal |
| 60 days after | Demand letter, then collections or small claims | Formal, in writing, by mail |
Past due notice, day 1
Hi Dana,
Invoice 2026-014 for the garage framing was due on March 29 and I have not seen the payment come through yet. If it has gone out, please ignore this.
The PDF is attached. You can pay by Zelle to 208-555-0142, by check to Ridgeline Carpentry LLC, or by card here: [link].
Thanks, Jake
Past due notice, day 7
Hi Dana,
Following up on invoice 2026-014 for $2,084.30, due March 29. Per the terms on the invoice, a late fee of 1.5% applies to balances unpaid after April 13. I would rather not add it; could you let me know when payment will be sent?
Zelle 208-555-0142, check, or card at [link]. If something on the invoice is holding this up, tell me and I will fix it today.
Jake, Ridgeline Carpentry
Final notice, day 30
Dear Ms. Whitfield,
Invoice 2026-014 dated March 14, 2026 for $2,084.30 remains unpaid 30 days after its due date. A late fee of $31.26 has been applied per the invoice terms; the balance is now $2,115.56.
Please pay in full by April 28, 2026. If payment is not received by that date I will refer the account to collections and, as permitted under Idaho law, record a lien on the property at 88 Larkspur Ave.
I would much prefer to resolve this directly. Call me at (208) 555-0142.
Jake Morrison, Ridgeline Carpentry LLC
Applying the late fee
- Only if it was on the estimate or contract and on the invoice. A fee that appears for the first time in the reminder is not enforceable and sours the relationship.
- Issue a revised invoice or a separate late-fee invoice showing the original amount, the fee calculation (1.5% × $2,084.30 = $31.26) and the new total. Do not just change the number in an email.
- Be ready to waive it for a client who pays on the first notice. The fee is a lever for the ones who do not.
When to stop emailing
- At 14 days, call. Email is easy to ignore; a short, calm call asking “when can I expect it” gets a date from most people.
- At 60 days, in the trades, consider a mechanics lien (deadlines are short in many states, often 60–90 days from completion), small claims court for amounts under your state's limit (usually $5,000–$12,500), or a collections agency for the rest.
- Keep every notice. If it ends in court, the record of the invoice, the terms and the reminders is the case.
Fill it on your iPhone in a minute instead
Avo keeps your clients and your usual line items, so the next invoice is three taps. Your first three documents are free, full-quality PDF, no watermark. Premium from $59.99/year if you invoice often.
Scan the code with your iPhone camera to open Avo in the App Store, or email yourself the link.
Questions
What does past due mean on an invoice?
The due date on the invoice has passed and the balance has not been paid. “Past due”, “overdue” and “outstanding after due date” mean the same thing; “outstanding” alone just means unpaid, whether late or not.
How do I write a past due invoice letter?
State the invoice number, amount and original due date, say that it is unpaid, give the payment methods, and set the next step: a date, a fee or a referral. Keep it to five sentences and attach the invoice.
Can I charge a late fee on an overdue invoice?
Yes, if the fee was disclosed on the estimate, contract or original invoice before the work. 1–1.5% per month or a flat fee after a grace period is standard. Undisclosed fees cannot be enforced.
How long should I wait before sending a past due notice?
One day. A notice the day after the due date is expected and polite; waiting two weeks signals that your due dates are soft.
When should I send an unpaid invoice to collections?
After 60–90 days with no response to written notices and at least one call. Agencies keep 25–50%; for amounts under your state's small claims limit, filing yourself is usually cheaper.