Before chasing a cleaning invoice, check that it went to the right person, the service and amount are correct, the agreed due date has passed and payment has not already arrived. A household that forgot to pay needs a different message from an office accounts team waiting for a purchase-order reference.
Use the templates below as wording you adapt to the actual invoice. The suggested sequence is an admin routine, not a legal timetable. Keep a record of replies and promised payment dates so a later reminder does not contradict a conversation you just had.
Keep follow-up consistent as your client list grows
Every plan supports manual invoice reminders. Pro+ adds automated chase sequences. Check payments and pause individual disputed invoices so automation follows your actual records.
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Do a quick check before sending a reminder
- Match the invoice to the property, visit date and accepted price.
- Check the due date against the terms agreed before the clean.
- Look for a bank payment with a different reference or an unrecorded payment.
- Read earlier replies for a query, dispute or promised payment date.
- For a commercial client, confirm the accounts address and any approval or PO requirement.
If a reference is missing, supply it promptly. If the customer questions the work, address the question rather than sending a firmer version of the same reminder. The commercial cleaning invoice checklist helps prevent several of these delays at the start.
Template 1: a friendly reminder for a household
Use this shortly after the agreed due date, after checking for payment.
Subject: Cleaning invoice [number] — payment reminder
Hi [name], a quick reminder that invoice [number] for the clean at [property reference] on [service date] was due on [due date]. The amount outstanding is [amount].
I have included the invoice and payment details again for convenience. If you have already paid, please send through the payment date and reference so I can match it. Let me know if there is anything on the invoice you would like me to check. Thanks, [name].
Keep the property reference short enough to identify the job. Use the app’s reminder action or reattach the existing invoice rather than creating a new invoice number for the same clean.
Template 2: an accounts-payable approval check
Subject: Payment status — invoice [number], [site], PO [reference]
Hello [accounts contact], could you confirm the payment status of invoice [number] for cleaning at [site] during [period]? The outstanding balance is [amount] and the agreed due date was [date].
The invoice references PO [reference]. Please let me know whether it is approved for payment or if you need anything else from me. If it is in an upcoming payment run, could you confirm the expected payment date? Kind regards, [name].
If a site manager needs to approve the work, ask who owns that step. Do not send a customer’s invoice to a broad list of contacts in the hope someone will pay it. Use the agreed billing contact and relevant authorised recipients.
Template 3: confirm a payment commitment
When the customer responds with a date, acknowledge it and record it. A short confirmation is often more useful than another generic overdue notice.
Subject: Confirming payment date for invoice [number]
Hi [name], thanks for confirming payment of [amount] for invoice [number] by [date]. I have noted that date. Please use [invoice number] as the payment reference and let me know if the arrangement changes. Thanks, [name].
If that date passes without payment, refer to the commitment factually and ask for an update. Avoid adding a new fee or deadline that was never agreed. See the government guidance on payment terms when reviewing your process.
Separate service queries from payment reminders
If the customer says a bathroom was missed or an extra was not approved, check the accepted scope and completion record. Confirm what you found and how the invoice or work will be addressed. Do not present a disputed amount as settled merely because the invoice is overdue.
For a customer who reports financial difficulty, discuss an arrangement you can actually support and record it clearly. Decisions about stopping future cleans or formal debt recovery depend on the agreement and circumstances. Get appropriate advice before taking formal action rather than treating a reminder template as a legal notice.
Use automatic reminders with accurate records
In Free Invoice App, manual reminders are available on every plan. Pro+ provides the automatic chase sequence, with reminders around the invoice due date and later overdue stages. You can pause chasing for an individual invoice. Check the configuration in Settings and review invoices that are disputed or have an agreed payment arrangement.
Record bank transfers when received: the app cannot treat an unrecorded transfer as payment. Check the balance before manually following up as well. Pro and Pro+ support SMS notifications for supported Australian mobiles within their allowances; SMS should complement a clear invoice and an appropriate contact record.
Current allowances and prices are on the pricing page. Manual reminders consume sends, so include them when estimating your monthly usage. Automation can make follow-up more consistent, but it cannot guarantee that a client pays.
Prevent the same problem on the next job
Agree terms in the cleaning quote, identify the actual payer and issue an accurate invoice promptly after the agreed billing point. For regular clients, choose a billing schedule that matches the service so invoices arrive when expected. For other wording, see the general payment reminder templates.
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