A reliable default is three reminders: 3 days before the due date, on the due date and 3 days after it. If the invoice is still unpaid, follow up again 7–10 days after the due date, then around 14 days after, and send a final notice at about 30 days. Space the messages out, send them during business hours in your customer's time zone and stop as soon as the payment arrives.
A schedule you can start with
| Timing | Purpose | Tone |
|---|---|---|
| 7 days before (optional) | Early notice for large invoices or long approval processes | Courtesy |
| 3 days before | Lets the customer schedule the payment | Friendly |
| On the due date | Short "due today" note | Neutral |
| 3 days after | Catches forgotten invoices | Friendly |
| 7–10 days after | Second follow-up | Clear |
| About 14 days after | Firmer reminder with a deadline | Firm |
| About 30 days after | Final notice with next steps | Formal |
You won't need every step for every invoice — the later steps are there for invoices still open after the first reminders.
How many days before the due date?
Three days before is a good default: early enough for the customer to schedule a bank transfer or get approval, late enough to still be remembered. Add a reminder about a week before for large amounts, new customers or companies with a formal approval process.
Why remind before the due date?
It's the only reminder that can prevent a late payment instead of chasing one. It gives your customer time to approve the payment, catches invoices that went to the wrong address and makes paying on time the easy option. Keep it short and courteous.
The best time to send
- Business hours in the customer's time zone — mid-morning is a safe choice; avoid early mornings, late evenings and nights.
- Working days — skip weekends and public holidays where your customer is based.
- Daylight-saving changes — if you schedule across time zones, use a tool that calculates local times properly rather than a fixed UTC hour.
How many reminders are too many?
A good rule is no more than one message every few days and one per step. If several reminders have gone unanswered, change the approach — call, or write to another contact — rather than sending more of the same.
Adapting the schedule
| Situation | Suggested change |
|---|---|
| Large invoice or new customer | Add the 7-days-before reminder. |
| 30- or 60-day payment terms | Keep the before-due reminder; approvals take time. |
| Recurring monthly payment | One reminder a few days before each due date is often enough. |
| Long-standing customer who always pays | A due-date reminder alone may be plenty. |
| Disputed invoice | Stop reminders until the dispute is resolved. |
What each reminder should include
The invoice number, amount and due date; a payment link or details; and a way to reply. Copy-ready wording for each step is in the payment reminder email templates.
Putting the schedule on autopilot
RemindCash starts every company with the 3-before / due-date / 3-after schedule, which you can extend or change. Reminders go out only within your allowed hours in the right time zone, daylight-saving changes included, and are skipped on weekends by default. They stop when the receivable is paid, paused or disputed. See how RemindCash sends invoice reminders.