At a Glance

Most payment reminders are sent too late, too vaguely, and too apologetically. These five things separate a reminder that gets paid from one that gets ignored.

Key takeaway: 80% of payments are received within 24 hours of first automated contact. Timing matters more than tone — but both matter more than most business owners realise.

Five Things Most Reminders Get Wrong

1. Sent too late. The average business sends its first reminder 7–14 days after the due date.

2. Too vague. "Your invoice is overdue" is far less effective than "Invoice #1234 for $4,800 was due on 1 July and is now outstanding."

3. No payment link. A reminder without a direct payment link makes the client do extra work.

4. Apologetic opener. Reminders that start with "Sorry to bother you" undermine the commercial message.

5. No stated consequence. If there is nothing coming next, there is no urgency to act now.

Five Components of a Reminder That Works

1. Timing

The first reminder goes out within 24 hours of a missed payment. Subsequent reminders follow a consistent schedule: day 7, day 14, day 21, day 30.

2. Clarity

Every reminder should state: the invoice number, the amount, the original due date, days outstanding, and a clear payment instruction.

✅ Good: "Invoice #4521 for $12,300, due 15 June 2026, is now 14 days overdue. Please arrange payment by 30 June or contact us to discuss options."

❌ Not good: "We noticed your account has an outstanding balance. Please get in touch when you get a chance."

3. Tone progression

Start helpful, become direct, then firm. Jumping straight to aggressive creates resistance.

4. Easy payment

Include a direct payment link in every reminder. 98.3% of customers given convenient payment options pay on their first attempt.

5. Clear next steps

Every reminder should state what happens next. If there is a consequence for non-response, state it.

The Sequence That Works

Always Send from Your Brand

Reminders should come from your business — not from an unfamiliar platform name. A payment reminder from "Accounts, [Your Business]" lands differently than one from a company the client does not recognise.

Frequently Asked Questions

What should a payment reminder email include?

An effective reminder should include the invoice number, amount, original due date, days overdue, a direct payment link, and clear next steps. Send from a recognisable business email domain and maintain a professional, non-aggressive tone.

How often should I send payment reminders for an overdue invoice?

A well-designed sequence: 3–5 days before due date, then day 1, 7, 14, 21, and 30 post-due. Beyond 30 days, a formal letter of demand is more appropriate. Contacting more than every 5–7 days risks breaching ACCC contact frequency guidelines.

Is there a legal limit to how often I can contact someone about an overdue invoice in Australia?

The ACCC's debt collection guidelines recommend no more than 3 contacts per week and 10 contacts per month. For B2B commercial debt the guidelines are less prescriptive, but reasonableness applies. Contacting multiple times per day could create a harassment claim.

About Chargetree

Chargetree is an automated accounts receivable and collections platform built for Australian businesses. We help tradies, contractors, agencies, and service businesses get paid faster — without damaging client relationships. Chargetree integrates with Xero to automate payment reminders, escalation workflows, and collections from just $69 a month. No commissions. No lock-in. Learn more at chargetree.co.

Send the kind of reminder that actually gets paid.

Chargetree builds your reminder sequence — timed, multi-channel, and branded from your business. Every invoice gets the right message at the right moment, automatically.

Start your free trial or book a demo → chargetree.co