FREE RESOURCE FOR UK SERVICE BUSINESSES

Payment reminder templates for UK service businesses

Copy simple reminder emails for invoices that are due soon, overdue, or reported as paid but not yet confirmed.

Built for air conditioning, maintenance, plumbing, electrical, cleaning and small contracting businesses that invoice customers and track bank transfer payments.

General guidance only. Not legal advice.

Copy payment reminder email templates See the payment reminder workflow in the demo

Your customers pay directly into your bank account.

Joqiva helps you track invoice status, payment reports and reminders.

Joqiva does not process customer invoice payments.

Templates included

1Friendly reminder before due date

2Polite overdue reminder

3Firmer overdue reminder

4Final reminder

5Payment reported, not confirmed

PAYMENT FOLLOW-UP

Built for everyday invoice follow-up

Use these templates to follow up invoices that are due soon, overdue, or reported as paid but not yet confirmed - with clear bank transfer details and the right next step.

For overdue invoices

Use clear wording when an invoice has passed its due date.

For bank transfer payments

Remind customers of the amount, due date and payment reference.

Polite and firmer follow-up

Start friendly, then become clearer if payment is still overdue.

For service businesses

Useful for trades, maintenance, cleaning and small contractors.

For reported payments

Use a separate reply when a customer says they’ve paid, but the payment has not been confirmed in your bank account.

Joqiva helps keep invoice status, payment references and reminder history in one place.

REMINDER SEQUENCE

Choose the right reminder

Pick a reminder based on where the invoice is in the payment follow-up process.

Before due date

Gentle payment reminder before the invoice is due.

Best for: friendly pre-due reminder

Just overdue

Friendly reminder shortly after the due date.

Best for: first overdue follow-up

Still unpaid

Firmer follow-up when the customer has not responded.

Best for: second reminder

Final reminder

Clear final reminder before you decide next steps.

Best for: final written follow-up

Payment reported

Use when the customer clicked “I’ve paid” or says payment has been sent, but you have not confirmed it in your bank account.

Best for: payment reported but not confirmed

EMAIL TEMPLATES

Payment reminder email templates

Copy and adapt these reminder emails before sending them to your customer. Always check the invoice number, amount, due date and payment reference first.

Template placeholders

Replace these fields before sending a reminder email.

{{customer_name}}

Customer name

{{invoice_number}}

Invoice number

{{amount_due}}

Amount due

{{due_date}}

Payment due date

{{payment_reference}}

Bank transfer reference

{{business_name}}

Your business name

{{account_name}}

Bank account name

{{sort_code}}

UK sort code

{{account_number}}

UK account number

{{invoice_link}}

Customer invoice page link, if used

Friendly reminder before the due date

Before due date

When to use

Send this a few days before the payment due date.

Subject line

Reminder: Invoice {{invoice_number}} is due on {{due_date}}

Email body

Hi {{customer_name}},

Just a quick reminder that invoice {{invoice_number}} for {{amount_due}} is due on {{due_date}}.

Please pay by bank transfer using these details: Account name: {{account_name}} Sort code: {{sort_code}} Account number: {{account_number}} Reference: {{payment_reference}} You can view the invoice and payment details here: {{invoice_link}}

Please let me know if you need the invoice sent again.

Kind regards, {{business_name}}

Use this when the invoice is not overdue yet and you want to keep the tone friendly.

Polite overdue reminder

Just overdue

When to use

Send this shortly after the invoice becomes overdue.

Subject line

Overdue invoice reminder: {{invoice_number}}

Email body

Hi {{customer_name}},

I hope you're well.

Our records show that invoice {{invoice_number}} for {{amount_due}} was due on {{due_date}} and is now overdue.

If you have already paid, please send the payment date and reference used so I can check the bank account and update the invoice.

Kind regards, {{business_name}}

Use this as the first overdue reminder. Keep the wording polite and give the customer a chance to respond.

Firmer overdue reminder

Still unpaid

When to use

Send this if the invoice is still unpaid after your first reminder.

Subject line

Payment still outstanding: Invoice {{invoice_number}}

Email body

Hi {{customer_name}},

I'm following up again on invoice {{invoice_number}} for {{amount_due}}, which was due on {{due_date}}.

Payment is still showing as outstanding.

If there is a problem with the invoice, please reply to this email so we can resolve it.

Kind regards, {{business_name}}

Use this when the customer has not paid or replied after the first reminder.

Final reminder

Final follow-up

When to use

Send this when previous reminders have not received a response.

Subject line

Final reminder: Invoice {{invoice_number}} remains unpaid

Email body

Hi {{customer_name}},

This is a final reminder that invoice {{invoice_number}} for {{amount_due}} remains unpaid. The invoice was due on {{due_date}}.

If payment has already been made, please send the payment date and reference so I can check and update the invoice.

Kind regards, {{business_name}}

This is a clear final follow-up before you decide next steps. Keep it as practical invoice follow-up, not legal advice.

Payment reported but not confirmed

Payment reported

When to use

Use this when the customer says they have paid, but you have not confirmed the payment in your bank account.

Subject line

Checking payment for invoice {{invoice_number}}

Email body

Hi {{customer_name}},

Thanks for letting us know about the payment for invoice {{invoice_number}}.

I have not confirmed the payment in the bank account yet. Please send the payment date and reference used so I can check it against the invoice.

I will update the invoice once the payment has been confirmed.

Kind regards, {{business_name}}

In Joqiva, “I’ve paid” sets the invoice to Payment reported. The invoice is not Paid until the owner checks the bank account and confirms the payment. If the money has not arrived, use Not received yet.

HOW TO USE

How to use these reminder templates

Before sending a reminder, check the invoice details, payment status and the right tone for the customer.

Check the invoice details

Confirm the invoice number, amount due and original payment due date.

Check your bank account

Make sure the payment has not already arrived before sending a reminder.

Choose the right tone

Start polite, then use a firmer reminder if the invoice is still unpaid.

Include the payment reference

Use a clear reference, such as the invoice number, so the payment is easier to match.

Keep a record

Save what was sent, when it was sent and which invoice it relates to.

Stop once payment is confirmed

Stop reminders after you have confirmed the payment in your bank account.

A customer saying "I've paid" is not the same as confirmed payment. Check your bank account before marking an invoice as paid.

REMINDER TONE

Start polite, then become clearer

Use a tone that matches the stage of the invoice follow-up. Keep the message clear, professional and easy for the customer to act on.

First reminder

Polite

Best for first reminders and good customer relationships.

Use friendly wording and assume the customer may have missed the invoice.

Second reminder

Firm

Best when payment is overdue and the customer has not responded.

Be direct about the overdue amount, due date and payment reference.

Final follow-up

Final

Best when previous reminders have been ignored and you need a clear written record.

Keep the message calm, clear and specific about the invoice that remains unpaid.

REMINDER CHECKLIST

What every payment reminder should include

Before sending a reminder, make sure the customer has everything they need to recognise the invoice and make the payment.

Invoice details

Invoice number
Customer name
Amount due
Original due date

Payment and next step

Account name
Sort code
Account number
Payment reference
Customer invoice page or PDF link, if used
Clear next step: pay, reply, or send payment date and reference
Contact details for questions

A good reminder should make it easy for the customer to identify the invoice, pay by bank transfer and reply if they have a question.

JOQIVA WORKFLOW

How Joqiva helps with payment reminders

Joqiva helps UK service businesses see overdue invoices, send reminders, track customer payment reports and confirm payment after checking the bank account.

See overdue invoices in one place

Quickly find invoices that are past their due date and need follow-up.

Overdue invoice list
Amount due and due date
Customer and invoice details

Send the right reminder

Send manual reminders from the overdue list, or use reminder schedules and automatic overdue reminders on Pro and Team.

Manual reminders on all paid plans
Automatic reminders on Pro and Team
Polite and firmer reminder wording
Reminder schedules on Pro and Team

Keep reminder history inside the job

Keep a record of reminders, invoice activity and customer follow-up in one place.

Reminder history
Job activity timeline
Email delivery status: sent, delivered, bounced or failed
Clear invoice follow-up record

Track payment reports

Customers can report "I've paid". You confirm payment after checking your bank account.

Track customer payment reports
Payment reported is not paid
Confirm payment after checking your bank account
Use Not received yet if the bank payment has not arrived

Your customers pay directly into your bank account. Joqiva tracks invoice status, payment reports and reminders. Joqiva does not process customer invoice payments. See how to manage overdue invoice reminders in Joqiva.

BEST PRACTICES

Keep reminders helpful and payment status accurate.

Keep first reminders polite.

Pause reminders if the customer has clicked "I've paid".

Confirm payment in the bank before marking the invoice paid.

Use a clear bank reference on every invoice and reminder.

Track overdue invoices without losing the customer relationship

Joqiva helps UK service businesses send invoices, track payment status and follow up overdue payments - without processing customer invoice payments.

Join waitlist See the payment reminder workflow in the demo

Public access is currently limited while we finish launch verification. Join the waitlist or use the public demo to review the workflow.

Customer invoice payments stay between your customer and your bank account. Joqiva tracks reminders and payment status.

FAQ

Payment reminder FAQs

Common questions about overdue invoices, reminder emails, payment reports and how Joqiva handles payment follow-up.

When should I send a payment reminder?

Send a friendly reminder a few days before the due date, or shortly after an unpaid invoice becomes overdue. Use firmer wording only if the invoice remains unpaid and the customer has not responded. If the customer has reported payment, check your bank account before sending another reminder.

What should a payment reminder include?

Include the invoice number, customer name, amount due, original due date, bank transfer details, payment reference, clear next step and contact details for questions.

Can Joqiva send automatic reminders?

Yes, on Pro and Team. Starter includes manual reminders. Automatic reminders are only sent when the invoice is still unpaid, not cancelled and the workspace is active.

Does Joqiva process customer payments?

No. Customers pay directly into your bank account by bank transfer. Joqiva does not collect, hold, transfer or process customer invoice payments.

Is "I've paid" the same as paid?

No. “I’ve paid” means the customer has reported payment. The invoice is not marked as Paid until the business owner checks the bank account and confirms the payment.

Can I add late payment interest?

Joqiva does not automatically add late payment interest. Any late payment calculation should be treated as guidance only and not legal advice. Do not add interest by default; check what applies to your customer and invoice.

Review details

Reviewer, last reviewed and sources

This resource is general information only. It is not legal, tax, accounting or financial advice. You should check the current GOV.UK guidance or speak to a qualified adviser for your specific situation.

Resource transparency

Review record

Reviewed by:: Joqiva product and compliance review
Last reviewed:: 7 June 2026
Sources and review basis:: GOV.UK late commercial payments guidance
Joqiva product documentation
Common UK service business invoice and payment workflows

FREE PUBLIC RESOURCES

More free resources

Helpful templates and examples for UK service businesses managing quotes, invoices and payment follow-up.

UK invoice checklist

Check what your UK invoice should include before you send it to a customer.

Open the UK invoice checklist

Invoice payment terms

Choose clear due dates, bank-transfer references and payment wording before reminder follow-up starts.

How to set invoice payment terms

Public demo

See how Joqiva handles enquiries, quotes, invoices and payment tracking.

See the payment reminder workflow demo

Example quote

See a service quote with work items, optional items, valid-until date and customer acceptance details.

View an example UK service quote

Example invoice

See a UK invoice with due date, bank transfer details, payment reference, VAT where applicable and the “I’ve paid” flow.

View an example UK invoice with bank-transfer details