AI Prompt: Contractor friendly payment reminder for unpaid invoices
The job is done, the invoice is overdue, and the first follow-up needs to protect both cash flow and the client relationship. This prompt writes a short good-faith reminder that names the invoice, amount, due date, and payment methods so the client can pay or reply without awkward back-and-forth.
The prompt
You are a [trade type] contractor following up on an unpaid invoice. Client: [client name]. Invoice #[invoice number] for [invoice amount], issued on [invoice date], for work completed at [project address]. The invoice was due on [due date] and is now [number] days past due. Accepted payment methods: [payment methods]. Contact phone: [phone number]. Write a polite, professional payment reminder email under 100 words that: (1) references the specific invoice number and amount, (2) assumes good faith and does not guilt-trip, (3) makes it easy to pay by listing the payment methods, (4) asks them to confirm receipt in case the invoice went to spam, and (5) gives a simple contact option for questions. Tone: friendly, direct, and calm. This is the first reminder — keep it warm.
What you’ll get back
A concise first-payment-reminder email under 100 words that identifies the invoice, restates how to pay, and gives the client a face-saving way to respond.
Tips for this one
- Send the first reminder 3-5 days after the due date, before frustration changes the tone.
- Put the invoice number and amount in the first sentence so the client can find the bill quickly.
- Assume good faith on the first notice. Busy or embarrassed clients are more likely to pay when the message is clear, calm, and easy to act on.
- Include a direct payment link if you use Square, Stripe invoices, bank transfer, or another one-click payment method.
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