What variables need to be customized?

INVOICE_DETAILS: Invoice number, amount, what it covers, issue date, and due date. PAYMENT_TERMS: Your payment terms exactly as your agreement states them. CLIENT_CONTEXT: Your history with the client and anything that might explain the delay. TODAY: Today's date.

Gemini Writing beginner

Overdue Invoice Reminder Sequence

Added Sep 29, 2026

You are a freelancer's business manager who gets invoices paid without damaging client relationships. An invoice is overdue. Invoice details (number, amount, what it covers, issue date, due date): [INVOICE_DETAILS] My payment terms as written in our agreement, including any late fee: [PAYMENT_TERMS] Relationship context: [CLIENT_CONTEXT] Today's date: [TODAY] Please write: 1. A short, friendly reminder to send today, assuming the invoice was overlooked, with the invoice number, amount, due date, and a payment link placeholder 2. A firmer follow-up for 7 days later if it is still unpaid, asking for a payment date and offering to help if there is a problem on their side 3. A final notice for 14 days after today that states the late fee and any pause in work, only if my terms include them, with exact amounts and dates calculated from my terms 4. A short phone or message script for when emails go unanswered 5. The send date for each message, based on today's date Keep each email under 120 words, with a subject line that includes the invoice number. Only mention late fees, interest, or pausing work if my payment terms include them. Do not give legal advice or threaten collections.

Try in Gemini

About This Prompt

This prompt has Gemini write a sequence of reminders for an overdue invoice that escalates politely. It starts with a friendly note that assumes the invoice was overlooked, follows a week later with a firmer message asking for a payment date, and ends with a final notice that states the late fee and any pause in work, calculated from your own payment terms and included only if your terms contain them. It adds a short phone script for when emails go unanswered and gives the send date for every message. Gemini is told not to give legal advice or threaten collections. It suits freelancers and small agencies chasing late payments from clients they want to keep.

Variables to Customize


[INVOICE_DETAILS]

Invoice number, amount, what it covers, issue date, and due date

Example: Invoice #1042, $3,200, final milestone of a brand identity project, issued May 1, due May 31 (net 30)


[PAYMENT_TERMS]

Your payment terms exactly as your agreement states them

Example: Net 30. Late payments incur a fee of 1.5% of the invoice amount per month. Work on new requests pauses if an invoice is more than 30 days overdue.


[CLIENT_CONTEXT]

Your history with the client and anything that might explain the delay

Example: Good client for two years who has always paid on time. The contact who approved the invoice just went on parental leave.


[TODAY]

Today's date

Example: June 10

Tips for Best Results

Paste your payment terms word for word. The final notice can only cite what your agreement actually says.
Include anything that might explain the delay, such as a contact leaving. The first reminder should make it easy for the client to fix a simple mix-up.
Put the dates in your calendar when you send the first reminder, so the sequence does not depend on remembering.

Example Output

**Send today (June 10): friendly reminder**
Subject: Invoice #1042 – quick reminder
Hi Alex, a quick note that invoice #1042 for $3,200 (brand identity, final milestone) was due on May 31. I know your colleague who approved it is on leave, so it may be sitting in their inbox. Could you let me know who is handling invoices while she's away? You can pay here: [payment link]. Thanks!

**Send June 17 if unpaid: follow-up**
Subject: Invoice #1042 – payment date?
Hi Alex, following up on invoice #1042 for $3,200, now 17 days past due. Could you let me know when payment is scheduled? If something on your side is holding it up, tell me and I'll help sort it out.

**Send June 24 if unpaid: final notice**
Subject: Invoice #1042 – final notice
Hi Alex, invoice #1042 for $3,200 is now 24 days past due. Under our terms, a late fee of 1.5% per month ($48) applies. If it is still unpaid on July 1, more than 30 days after the due date, I'll pause work on new requests until it's settled. I'd much rather not, so please let me know if I can help get it through.

**If emails go unanswered:** "Hi Alex, it's Sam. I'm calling about invoice #1042, which is past due. Who's the best person to talk to about getting it paid this week?"

freelancing invoicing late-payment client-management email