Why most reminders do not work
Late payment is rarely about bad intentions. Invoices get lost, the person who pays is not the person you dealt with, or the customer forgot. A good reminder makes paying easy: it says what is owed, which invoice, when it was due and exactly how to pay. Most reminders forget at least one of those, or sound so apologetic that they are easy to ignore.
SmallKits writes reminders that include all four, in a tone that fits the moment, and never rude or threatening.
The three tones
- Friendly for the first nudge, a few days before or just after the due date. It assumes good faith: “If you have already paid, thank you, and please ignore this message.”
- Firm for the second reminder, about a week after the due date. It states that payment has not arrived and asks for a payment date.
- Final notice for invoices well overdue. It is formal, gives a seven-day deadline, explains that you may pause further work and take next steps, and offers a payment plan for customers who are struggling.
There is also a Paid, thank you message to confirm payment, which customers appreciate more than you might expect.
How to send it
- Type the customer, invoice number, amount and due date, or pick an unpaid invoice you made with SmallKits. The days overdue are calculated for you.
- Choose a tone and read the message. You can edit anything.
- Tap WhatsApp, Email or SMS. The message opens in your own app, addressed to the customer if you added their phone or email. Nothing is sent by SmallKits.
Local phone numbers such as 0712 345 678 are turned into international format using your country, so WhatsApp links work. The SMS version is kept under 160 characters, one text message.
Add reminders to your calendar
Chasing payment is about consistency. “Add reminders to my calendar” downloads a small calendar file with three reminders: on the due date, a week later and two weeks later. Open it and your phone or computer adds them to your calendar.
Part payments and late fees
If the customer has paid part of the invoice, add the amount paid and the message thanks them and states the balance. If your terms include a late fee, add it and the message explains it as set out in your terms. Only charge late fees your terms allow; in many countries, including the UK under late payment law, businesses can charge statutory interest on overdue business invoices.
Tips that get invoices paid
- Send the first reminder within a few days of the due date. The longer you wait, the less likely payment becomes.
- Always include how to pay. A bank account, a mobile money number or a payment link removes an excuse.
- Call after the firm reminder. A friendly conversation often finds the real problem.
- Keep a record. Each message you send is a dated record of the debt.
A worked example
Invoice INV-0042 for $1,250 was due 12 days ago. The friendly reminder went out on day 3 with no reply. Today the business owner chooses Firm: the message states the invoice, the amount, the due date and that it is 12 days overdue, asks for payment within a week or a reply with a date, and includes the bank details. It opens in WhatsApp with the customer’s number already filled in. The customer replies within the hour: the invoice had been sent to the wrong person, and it is paid the next day.
Reminder terms explained
- Overdue
- Past the due date on the invoice.
- Part payment
- Some of the invoice has been paid; the reminder asks for the balance.
- Late fee
- A charge for paying late, only where your terms or the law allow it.
- Payment plan
- An agreement to pay the balance in instalments, offered in the final notice.
Reminders are drafts: read them before sending and add anything personal. A short personal line at the start, such as “Hope the new shop is doing well”, often gets a faster reply than any template.
Related free tools
- Free invoice generator: to issue the invoice in the first place.
- Free receipt generator: to confirm payment once it arrives.
Updated 2026-10-29