Templates / Polite invoice reminder series
Polite invoice reminder series
Four escalating but courteous payment reminders, from a friendly nudge to a clear final notice, using only the facts you provide.
Who it is for
Freelancers and small service businesses that hate chasing money and want a consistent, professional tone that does not burn the relationship.
How to use it
- Fill in the invoice number, amount, due date, how to pay and how late it is.
- Pick the stage that matches today. Send stage 1 and 2 yourself.
- Stage 3 and 4 are for you to read very carefully. Decide yourself what you are willing to do next.
- If the client says they have paid or disputes the invoice, stop and handle that by hand.
The template
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How this works: the template text is not in this page. It is stored on our server and sent to you after you submit the form. We do not verify your email, so this is a soft gate that runs on trust. Your name and email are saved to the BotPickr email list. See the Privacy Policy.
Your template
Example
An illustrative example written by BotPickr for a fictional business. It is not a real model run, so your own output will differ.
Example input
Example output
Guardrails and human approval
- This is a tool for polite reminders from the business itself. It is not legal advice. Debt-collection and late-fee rules differ by place, and collection agencies are regulated more strictly.
- Never send stage 3 or 4 automatically. A person should read them.
- Only mention fees or consequences that are in your signed agreement.
- Handle disputes by phone or in person if you can. Reminders are not the place to argue.
These are practical notes, not legal advice. Templates are provided as is. See section 4 of the Terms.
Works with
- ChatGPT, Claude, Grok: Paste it as your message, then add your own details where the [BRACKETS] are.
- Custom GPTs, Claude Projects, Grok or other assistant projects: Paste it into the instructions or project instructions field if you want to reuse it. Check that your plan includes that feature.
- n8n, Zapier, Make and other automation tools: Use it as the system message or prompt of an AI step. Keep a person approving anything that gets sent or posted.
We have not benchmarked output quality across models. Output varies by model and by what you paste in, so read it before you use it.
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