5 Great Account Receivable Email Templates To Copy & Paste

Getting paid is a crucial part of running your business, and your accounts receivable emails play a big role. Here are five email templates to help you handle those conversations with confidence.

Using a template ensures you have the right words ready to go. This helps you communicate clearly and professionally, so you can get back to focusing on your work.

Tips for Writing Account Receivable Emails

• Use a clear subject line. Be direct. A subject line like “Invoice [Number] from [Your Business Name]” tells your client exactly what the email is about, making it easy to find and act on.
• State the essentials upfront. Don't make them hunt for information. Lead with the invoice number, the amount due, and the due date right at the beginning of your email.
• Always attach the invoice. Even on reminders, re-attaching the invoice saves your client the hassle of searching for it. This simple step removes a common barrier to getting paid.
• Make it easy to pay. Provide a direct payment link or clearly list the payment methods you accept. The fewer clicks it takes for your client to pay you, the better.
• Keep the tone professional but human. Your goal is to get paid while keeping a good relationship. A polite, firm reminder is more effective than an aggressive demand. Stay friendly, even when following up on late payments.

Types of Account Receivable Email Templates We Will Cover

1. Payment Reminder Email Template
2. Overdue Invoice Email Template
3. Thank You Payment Email Template
4. Account Statement Email Template
5. Payment Plan Proposal Email Template

5 Account Receivable Email Templates

1) Payment Reminder Email Template

<template>

Subject: Gentle Reminder: Invoice [Invoice Number] is due on [Due Date]

Hi [Client Name],

This is a friendly reminder that payment for invoice [Invoice Number] for the amount of [Invoice Amount] is due on [Due Date].

We have attached a copy of the invoice for your convenience. If you are ready to settle the payment, you can do so through our online portal: [Payment Link].

If you have already made the payment, please disregard this email. We appreciate your prompt attention to this matter.

Thank you,

[Your Name]

[Your Title]

[Your Company Name]

</template>

2) Overdue Invoice Email Template

<template>

Subject: Action Required: Invoice [Invoice Number] is Overdue

Hi [Client Name],

This email is to follow up on invoice [Invoice Number] for the amount of [Invoice Amount], which was due on [Due Date].

Our records indicate that this payment is now past due. We’ve attached another copy of the invoice for your records. You can settle the payment quickly and securely via our payment portal: [Payment Link].

If you have already submitted the payment, please disregard this message. If you are experiencing any issues or believe there is an error, please let us know so we can assist you.

Thank you,

[Your Name]

[Your Title]

[Your Company Name]

</template>

3) Thank You Payment Email Template

<template>

Subject: Thank You for Your Payment for Invoice [Invoice Number]

Hi [Client Name],

We're writing to confirm that we've received your payment of [Payment Amount] for invoice [Invoice Number]. Your account is now up to date.

We appreciate your prompt payment. It’s a pleasure working with you, and we look forward to our continued partnership.

Thank you,

[Your Name]

[Your Title]

[Your Company Name]

</template>

4) Account Statement Email Template

<template>

Subject: Your Account Statement from [Start Date] to [End Date]

Hi [Client Name],

Here is your account statement for the period from [Start Date] to [End Date].

The attached statement provides a detailed summary of all recent invoices, payments, and credits on your account. Your current outstanding balance is [Total Amount Due].

Please review the statement at your convenience. If you have any questions or notice any discrepancies, please let us know.

If a payment is due, you can settle your account here: [Payment Link].

Thank you,

[Your Name]

[Your Title]

[Your Company Name]

</template>

5) Payment Plan Proposal Email Template

<template>

Subject: A Payment Plan Option for Invoice [Invoice Number]

Hi [Client Name],

We're reaching out about invoice [Invoice Number] for [Invoice Amount]. We see that it's past due and want to help find a way forward that works for you.

We propose splitting the balance into a more manageable payment plan. Here is a suggested structure:

• Number of Payments: [Number of Installments]
• Payment Amount: [Installment Amount] each
• First Payment Due: [First Payment Date]

If this plan works for you, please reply to this email to confirm, and we'll get it set up. If you'd like to discuss a different arrangement, just let us know. We're flexible.

We appreciate your partnership and want to help you get your account back in good standing.

Thank you,

[Your Name]

[Your Title]

[Your Company Name]

</template>

What About Using Flodesk?

While these templates provide a solid foundation for your accounts receivable communications, Flodesk gives you the tools to send and manage them effectively. We offer intuitive email marketing tools designed for small businesses, making it simple to grow your email list and engage your clients. You don't need any coding or design experience to create, send, and automate emails that connect with your audience and support your business goals.

Our platform includes a straightforward email builder, powerful automations, and well-designed forms to capture leads. This gives you everything required for effective email marketing, without the usual complexity. Join the thousands of businesses who use Flodesk to send clear, professional emails with ease.

Wrapping Up

Clear communication is key to managing your accounts receivable and maintaining client relationships. These templates provide a solid framework for those important conversations.

Flodesk helps you put these templates into action and manage all your client communications from one place. Sign up to start sending professional emails that support your business.