How to follow up on unpaid invoices with DueBuzz
By DueBuzz · Updated
To follow up on an unpaid invoice, check that payment is still outstanding, then send a clear request that fits how late it is. If you have opened the same draft twice and closed it again, start with what you need to know: when the client expects to pay. This guide shows how to choose the words, schedule the follow-up and keep a check on what goes out in DueBuzz. Mark the invoice paid to stop the remaining reminders.
Start with the invoice and its current status
Add the client name, email, amount, currency and due date. Your invoice number, description and payment link are optional. For several open invoices, import a CSV and check the preview before saving.
Check payments before scheduling another email. DueBuzz does not connect to your bank. PayPal payments, bank transfers and PDF invoices need to be marked paid manually. Optional Stripe detection closes matching payments with the exact amount; an uncertain match stays open for your review.
Ask for the next piece of information you need
Guided wording changes its request as the invoice ages. Friendly wording comes before the due date. Professional wording asks for processing on the due date. Firm wording asks for a payment date, while Final asks for a reply.
You can edit each tone's subject and body, or write a single custom template. The guided tones do not threaten consequences or announce another message in a sequence. Replies go to your inbox so you can handle the conversation directly.
The email DueBuzz sends. Brackets fill in from the invoice
Subject: Still open: invoice for [amount]
Hi [client name], The invoice for [amount] ([project]) was due [due date] and is now 7 days overdue. Could you confirm the date it is scheduled for payment? If anything is holding it up, let us know what you need and we will send it across. Best regards, [your name]
Choose automatic sending or review before sending
In automatic mode, DueBuzz sends scheduled reminders during its daily run. The optional heads-up email lists tomorrow's reminders and links to skip, mark paid or pause. No reminders tomorrow means no heads-up email.
For a check before every send, turn on review-before-sending. Reminders wait for approval in that mode and the daily heads-up is not sent. An invoice added already overdue uses the most appropriate single reminder on the next daily run, rather than sending its entire backlog.
Pause when you need to handle the conversation
If a client asks for more time, you can pause reminders for that invoice. It stays open, and you can resume later. Skipping one reminder leaves the rest of the schedule in place.
Marking an invoice paid stops the remaining reminders, and a short thank-you note goes to the client unless you switch it off. A permanent bounce or spam complaint also stops chasing that address across its invoices, and DueBuzz emails you the failure details.
Review unpaid invoices when the sequence ends
A completed sequence does not continue forever. An invoice that is still unpaid moves to Stalled. Chase again adds further steps using the Ongoing tone.
DueBuzz handles payment reminder emails. It does not charge late fees, threaten clients or escalate invoices to collections.