When should I send the first overdue invoice reminder?

On the due date. A same-day reminder is normal and expected, and it catches the invoices that simply slipped.

Can I charge interest in a final notice email in New Zealand?

Only if late-payment interest is in your terms of trade, agreed before the work started.

Overdue invoice email templates (NZ)

Three emails cover almost every overdue invoice: a friendly reminder, a firmer follow-up, and a final notice before you escalate. Copy them, swap the details in square brackets, and send. Keep every one polite — most late invoices are a slip, not a refusal.

1. Friendly reminder — the day it falls due

Short, warm, and easy to act on. Attach the invoice again so no one has to go looking.

ReminderSubject: Invoice [number] — just a quick reminder Hi [first name], Hope you're well. Just a quick note that invoice [number] for $[amount] was due today. I've attached it again here for ease. If it's already on its way, thank you — please ignore this. If anything's unclear or you need it sent somewhere else, just let me know. Cheers, [your name]

2. Firm follow-up — about a week overdue

Still friendly, but now you ask for a date. A question is harder to ignore than a statement.

Follow-upSubject: Invoice [number] — now [days] days overdue Hi [first name], I'm following up on invoice [number] for $[amount], which was due on [due date]. I haven't seen it come through yet. Could you let me know when I can expect it? If there's a query holding it up, tell me and I'll sort it today. Thanks, [your name]

3. Final notice — before you escalate

Clear about what happens next, without threats. State the facts and the deadline.

Final noticeSubject: Final notice — invoice [number] overdue Hi [first name], Invoice [number] for $[amount] is now [days] days overdue, despite earlier reminders. Please arrange payment by [deadline]. If I haven't heard from you by then, I'll have to pass this to the Disputes Tribunal or a collection agency, which I'd rather avoid. I'm happy to talk it through — please call me on [phone]. Regards, [your name]

The email that finally works is often a call

Emails are easy to file and forget. By the second reminder, a phone call collects far more than another message — it surfaces the query, the wrong address, or the real payment date. That's the awkward step Gary makes for you: it rings your overdue customers in a friendly voice and tells you what it found. See the full follow-up sequence, or, if a customer has gone quiet, your options when they won't pay.

Common questions

When should I send the first reminder?

On the due date. A same-day nudge is normal and expected, and it catches the invoices that simply slipped.

How many times should I email before calling?

Once or twice. After about a week overdue, a phone call collects more than a third or fourth email.

Can I charge interest in the final notice?

Only if it's in your terms of trade, agreed before the work. See charging interest on overdue invoices in NZ.