Quick answer
Send a friendly reminder on day 1 overdue, a firm follow-up at 7 days overdue, and a formal notice at 14–21 days overdue. Most invoices clear at the first or second stage. If you reach the formal notice stage and there’s still no response, escalate after 60 days - small claims tribunal for amounts under your state’s limit (typically $10,000–$25,000) or a debt collection agency for larger amounts.
Note: this is general business guidance, not legal advice. For significant debts or contractual disputes, talk to a lawyer or your state’s small business commissioner.
The tone problem (and how to fix it)
Most freelancers and sole traders sabotage their own follow-ups by being too apologetic. “Sorry to bother you, just checking if you got a chance to look at that invoice…” tells the client this is optional. It isn’t. They received a product or service; payment is the agreed return.
The right tone is professional but firm. Assume the best (busy client, missed email) at stage 1. Be direct at stage 2. Be formal at stage 3. No apologising at any stage.
Stage 1: Friendly reminder (Day 1 overdue)
Send this on the morning of the day after the due date. Don’t wait a week. A one-day-late reminder signals that you keep close track of your invoices - which itself encourages future on-time payment.
Subject: Invoice #[0042] - gentle reminder Hi [Client name], A quick reminder that invoice #0042 for $[amount] was due yesterday. It may have slipped through; if so, no problem - please process it at your earliest convenience. Bank details for reference: Account name: [Your business] BSB: [BSB] Account: [Number] Reference: INV-0042 Let me know if there's anything I can help clarify. Thanks, [Your name]
Stage 2: Firm follow-up (Day 7 overdue)
A week late and still nothing. Drop the “may have slipped through” framing. Be matter-of-fact and ask for a specific commitment.
Subject: Invoice #[0042] - overdue 7 days Hi [Client name], Following up on invoice #0042 for $[amount], now 7 days overdue. I haven't received the payment yet and wanted to check in. Could you confirm: 1. The expected payment date, or 2. Whether there's an issue I should know about? Bank details for reference: Account name: [Your business] BSB: [BSB] Account: [Number] Reference: INV-0042 Appreciate your reply by Friday. Thanks, [Your name]
The deadline at the end (“Appreciate your reply by Friday”) gives the client a concrete next step and gives you a clean reason to escalate if they ignore it.
Stage 3: Formal notice (Day 14–21 overdue)
Two to three weeks late. This message changes register. It’s polite but signals consequences. Keep a copy for your records - if the matter escalates, this is the paper trail.
Subject: FORMAL NOTICE - Invoice #[0042] now [14] days overdue Hi [Client name], This is a formal notice that invoice #0042 for $[amount], issued on [date] and due on [due date], remains unpaid [14] days after its due date. Please arrange payment by [date - give 7 calendar days]. If payment is not received by that date, I will seek advice on the next steps available under our agreement. Bank details: Account name: [Your business] BSB: [BSB] Account: [Number] Reference: INV-0042 I'd much prefer to resolve this directly. Please call me on [phone] if you'd like to discuss a payment arrangement. Regards, [Your name]
Can you charge late fees in Australia?
Check the payment terms agreed with your client before adding interest or recovery costs. An invoice note alone does not establish that a fee is enforceable. Get advice on your contract and the applicable law if you are unsure.
When to escalate
If reminders and a direct conversation do not resolve the invoice, check the contract and your records before deciding on the next step. There is no universal requirement to wait 60 days. A disputed service, financial hardship and an unanswered invoice may need different responses.
- Business.gov.au: steps to recover an unpaid invoice.
- Check what to include in a letter of demand before sending one.
- ASBFEO dispute support can help identify a suitable service.
Court or tribunal jurisdiction, fees and time limits depend on the claim and location. Get advice promptly about an old or disputed invoice, and compare likely recovery against costs before pursuing formal action.
Built-in automatic follow-ups in Free Invoice App
Pro+ has built-in stages 3 days before the due date, on the due date, and 3, 7 and 14 days overdue. Enable the stages you need in Settings. These use built-in wording, rather than the manual templates and day-1 schedule above. Keep payment records up to date so paid invoices are no longer chased.
Automatic reminders are included in Pro+ (A$24.50/month for new accounts). Pro (A$9/month) includes recurring invoices and scheduled sending. You can also start free on Starter (7 sends/month). Compare plans.
For service-specific checks, read the overdue cleaning invoice guide and commercial cleaning billing checklist.
Frequently asked questions
Can I charge interest on a late invoice in Australia?
Check the payment terms agreed with your client. An invoice note alone does not establish that a fee is enforceable; get advice on the contract and applicable law.
How do I write a polite invoice reminder?
Keep it short. State the invoice number, amount, original due date, and bank details. Don’t apologise - chasing payment is a routine part of business. A professional tone with a clear next step gets the best response rate.
What is the statute of limitations on unpaid invoices?
Time limits depend on the jurisdiction, debt and circumstances. Get advice promptly about an old invoice rather than assuming a single Australia-wide deadline.
When should I send the first follow-up?
Check the agreed due date and payment record, then send a friendly reminder soon after it becomes overdue. A courteous pre-due reminder may also suit regular clients.
When should I escalate?
If reminders and a direct conversation do not resolve it, consider dispute support, a letter of demand or legal advice. Weigh the amount, contract, costs and evidence.
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