Free Swipe Copy for Your Keap Invoicing Needs

We coach our Fortapay users to keep those automated Infusionsoft invoice reminders humming. But if you’re like us, you’re not excited about staring at a blank screen. . . .

So, here’s an outline of collection actions along with some free swipe copy you can use to get your creative collection juices flowing.

1. The initial invoice is perhaps the most important communication you make related to getting paid quickly. Be sure to send out your invoices immediately after the work is complete. Being slow to send the invoice usually equates to getting paid slowly.

Subject: [Your Company]– Invoice for Service Provided

Hi [Name],

We appreciate you and your business. Here is a link to your invoice for the products and services we’ve provided:

[Link to Pay Now]

If you have any questions about your invoice, please reach out to us. We’re happy to help!

In appreciation,

[Your Company]

2. Start the collections process early. Remind customers when they have a payment around the corner, before the invoice is due.

Subject: [Your Company]– Payment Due Soon

Hi [Name],

Thanks for your business. Just wanted to give you a heads up that your payment for invoice # [X] is due soon. We appreciate your prompt payment.

[Link to Pay Now]

If you have any questions about your invoice, please reach out to us. We’re happy to help!

Many thanks,

[Your Company]

3. Remind customers when the payment becomes due.

Subject: [Your Company]– Payment Due Tomorrow

Hi [Name],

We appreciate your business and your prompt payment. Your invoice # [X] is due tomorrow.

Invoices that remain unpaid past the due date may accumulate late fees and interest, so please be sure to get this paid soon.

[Link to Pay Now]

If you have any questions about your invoice, please reach out to us. We’re happy to help!

Many thanks,

[Your Company]

4. Remind customers their payment is late. This is the first escalated notice we would send.

Subject: Important– Payment Requested

Hi [Name],

Thank you for your continued business. We appreciate you.

This is just a friendly reminder that your account with us appears to be past due. Our records indicate that you have a total outstanding balance of $[X] with the following amount overdue: $[X].

[Link to Pay Now]

We would appreciate it if you could pay your account today or at least let us know the status of your overdue payment.

Invoices that remain unpaid past the due date may accumulate late fees, interest and attorney fees, so please be sure to get this paid soon.

Also, don’t hesitate to reach out to us if you have any questions about the balance due on your account. If you have already sent us payment, please disregard this reminder.

Respectfully,

[Your Company]

5. Remind customers their payment is very late. This is the second escalated notice we would send.

Subject: Final Notice—Account Seriously Past Due

Hi [Name],

This is an important letter and requires your immediate attention. Despite sending you several reminders, we have received no response from you about your seriously past due account.

Our records indicate that you have a total outstanding balance of $[X] with the following amount overdue: $[X].We would appreciate it if you could pay the amount due, or at least let us know the status of your overdue payment.

[Link to Pay Now]

We feel we have given you ample time to respond and come to a resolution with us. If your account remains unpaid and/or you continue to remain unresponsive, we will forward your account to our collection agency.

This may affect you and your company’s credit rating. We may also report you to the IRS as “bad debt loss” with Form 1099-A if payment is not received.

You can avoid this by making payment today for the full amount due. If we do not receive your payment within the next five days, we will consider the matter out of our hands.

We regret having to take this action, and we sincerely hope you will give this your serious consideration.

If you have already sent us payment, please disregard this reminder.

Respectfully,

[Your Company]

6. Inform customers when their service is terminated, if applicable.

Subject: [Company Name] Service Revoked

Hi [Name],

I regret to inform you that your service is terminated due to non-payment. We regret having to take this action, and welcome you back once you are able to bring your account back to good standing.

[Link to Pay Now]

If you feel this is an error, or you would like to discuss your account, please reach out to us. We’re happy to help.

Respectfully,

[Your Company]

Remember that there are always two sides to every story, and there are usually reasons why people are unable to pay you for your services. Generally, most people want to pay. Putting in a collection call—and requiring action—even if something small from the customer, could help the situation, and allow the customer to make good on their end. You can also offer installment plans. Having the customer pay something small over time is better than nothing at all.