Always ensure that your invoices contain all necessary information, such as contact details of both parties, a unique invoice number, the date, a detailed list of products or services provided, the total amount due, and payment terms.
Example – Hi [Customer Name], this is [Your Name] from [Your Company]. I'm calling about your overdue invoice [invoice number] for [amount due] which was due on [due date]. I wanted to check in with you to see if there was a reason the payment has been delayed and if there's any way we can assist.
When being professional in your request letter, the most important thing to keep in mind is not to make things personal – don't discuss why you need to be paid on time or how on-payment affects your business. Focus on making a clear demand and providing helpful information.
Call the company. Before you write a formal letter to the company, call the contact number listed on the invoice to rule out simple error. Be calm and courteous on the phone, and state that you have a question about the invoice you received. Allow the company's representative to explain the invoice to you.
Be clear and direct: State the purpose of the email in the subject line and opening sentence. Provide context: Give a brief background on the payment due, including the invoice number and amount owed. Be polite: Use a friendly and professional tone throughout the email. Avoid using aggressive language.
Monitor your accounts receivable regularly to identify any overdue invoices. Send polite reminders to clients or customers who have not paid their invoices on time. Implement a systematic process for escalating overdue invoices, such as sending a final notice or involving a collections agency if necessary.
In order to receive payments, companies should create invoices and send them to clients automatically. They can either use invoicing software, or a payment gateway that creates them automatically upon payment.
To sort out invoices effectively, start by organizing them chronologically or alphabetically by vendor or client name. Use designated folders or digital folders within accounting software. Implement a consistent naming convention for digital files to facilitate easy retrieval.
Introduction: My name is Kerri Lueilwitz, I am a courageous, gentle, quaint, thankful, outstanding, brave, vast person who loves writing and wants to share my knowledge and understanding with you.
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