QuillBot Prompt for Invoice Payment Reminder

This prompt helps you write professional payment reminder emails that get invoices paid without damaging client relationships. Perfect for freelancers, small business owners, and consultants who need to follow up on overdue payments tactfully. QuillBot will craft messages that balance firmness with professionalism to accelerate payment.

Works Best With: QuillBot | Also works with: ChatGPT, Claude, Grammarly AI

The Prompt

Write a payment reminder email for overdue invoice.

Invoice details:
– Client name: [CLIENT OR COMPANY NAME]
– Invoice number: [INVOICE #]
– Amount due: [DOLLAR AMOUNT]
– Original due date: [WHEN IT WAS DUE]
– Days overdue: [X DAYS LATE]
– Services/products provided: [WHAT THEY PURCHASED]

Relationship context:
– Client type: [NEW CLIENT, LONG-TERM CLIENT, ONE-TIME PROJECT]
– Payment history: [ALWAYS PAY ON TIME, OCCASIONALLY LATE, REPEAT OFFENDER]
– Your urgency: [CRITICAL FOR CASH FLOW, MODERATE, LOW]

Reminder level: [FIRST REMINDER, SECOND FOLLOW-UP, FINAL NOTICE]

Create an email that:
1. Opens with friendly assumption they may have overlooked it
2. Clearly states the invoice number and amount
3. Notes how many days overdue
4. Includes payment instructions or link
5. Offers to discuss if there’s an issue
6. Sets a clear deadline for payment
7. Maintains professional relationship

Tone: Polite but firm. Assumes good intent while making urgency clear.
Length: 100-150 words.

When to Use This Prompt

• An invoice is 7+ days past due and you need to follow up
• You’re uncomfortable asking for money and need help finding the right words
• You want to escalate follow-ups appropriately without burning bridges
• You need cash flow and can’t wait any longer for payment

What You’ll Get

The AI will generate a professional payment reminder email that opens with a gentle assumption this was an oversight rather than intentional, clearly identifies the specific invoice and amount owed, states how overdue it is without sounding accusatory, provides simple payment instructions to remove friction, offers an opening for discussion if there’s a problem, sets a firm deadline for when you expect payment, and maintains a professional tone that preserves the relationship. The message balances courtesy with urgency appropriate to the reminder stage.

Why This Prompt Works

• Relationship context: Knowing payment history and client type calibrates the tone—loyal clients get more grace than repeat offenders

• Reminder level escalation: First reminders are gentle, final notices are firm—appropriate progression prevents either being too soft or too harsh

• Assumes good intent: Opening with “you may have overlooked” maintains relationship while still pushing for payment

• Clear deadline: Vague “please pay soon” doesn’t work—specific dates create accountability

How to Customize This Prompt

1. [CLIENT NAME] — Use their actual name for personalization
2. [INVOICE #] — Specific invoice number so they can easily find it
3. [DOLLAR AMOUNT] — Exact amount owed
4. [WHEN IT WAS DUE] — Original due date for reference
5. [X DAYS LATE] — Specific number creates urgency: “15 days overdue”
6. [WHAT THEY PURCHASED] — Reminds them what they’re paying for
7. [RELATIONSHIP TYPE] — Long-term clients get softer tone than one-offs
8. [PAYMENT HISTORY] — Repeat late payers need firmer language
9. [REMINDER LEVEL] — Escalate tone: friendly → firm → final warning

Pro Tips

• Add late fees: If your contract includes them, mention “late fees will apply after [date]” to create urgency

• Payment plan option: For large invoices, add “if there’s a cash flow issue, let’s discuss a payment plan”

• Multiple reminders: Run this prompt 3 times for “first reminder,” “second follow-up,” and “final notice” to get a sequence

• CC accounting: For second+ reminders, mention “CC’ing our accounting department” to add gentle pressure