Copy and paste prompts for every stage of chasing an unpaid invoice, from the first friendly nudge to the final notice. From @mayorscript.
How to use them
Copy a prompt and swap everything in [brackets] for your real details.
Paste it into ChatGPT, Claude, Gemini or whichever AI chat you use.
Read what it writes before you send it. Fix anything that doesn't sound like you, and check the dates and amounts.
Keep bank details and passwords out of the chat. A payment link or invoice number is all it needs.
1. The friendly first nudge
When: 1 to 3 days after the due date.
Write a short, friendly email to my client [name]. Invoice [#] for [amount] was due on [date]. Assume they just forgot. Include the payment link: [link]. Under 80 words. Warm, no guilt, no apology.
2. The firm follow-up
When: About 2 weeks late, when the first nudge got no reply.
Invoice [#] for [amount] is [X] days overdue. It was due on [date]. My client [name] didn't reply to my first reminder. Write a polite but firm follow-up email. Ask them to reply by [day] with the date they'll pay. Under 100 words. No threats.
3. When they say it costs too much
When: Any time they push back on the amount. Answer the same day.
My client [name] says invoice [#] for [amount] is more than they expected. Write a calm reply that walks through what they paid for, using these line items: [items and prices]. Offer a 10 minute call. Don't offer a discount. Under 120 words.
4. Offer a payment plan
When: When they say money is tight. A plan that gets you paid beats a fight that doesn't.
My client [name] owes [amount] and says money is tight. Write a short reply offering to split it into 2 payments: [amount] on [date] and [amount] on [date]. Make it easy to say yes. Ask them to reply YES to confirm. Kind, not desperate.
5. A 60 second phone script
When: About 3 weeks late, or when emails go unanswered. A call is hard to ignore.
I need to call my client [name] about invoice [#] for [amount], due [date]. Write a phone script I can read in 60 seconds: a friendly opener, the facts, one clear ask for a payment date, and what to say if they say "next week".
6. The final notice
When: About 30 days late, after 2 or 3 reminders. Only mention a late fee if your signed agreement includes one.
Invoice [#] for [amount] is [X] days overdue after [N] reminders. Write a final notice to [name]. Say work on [project] pauses on [date] if it isn't paid, and that the [late fee] in our signed agreement now applies. Calm and professional. Under 120 words.
7. Stop late payments next time
When: Today, before the next invoice goes out.
Write 3 short lines for my invoices and quotes so clients pay on time: when payment is due ([14] days), how to pay ([methods]), and a polite note about a [5%] late fee after [30] days. Plain words, no legal jargon.
The timeline, in one look
Day 1 to 3 late: prompt 1, the friendly nudge.
Day 14: prompt 2, the firm follow-up.
If they push back: prompt 3 for the price, prompt 4 for a payment plan.
Day 21: prompt 5, pick up the phone.
Day 30: prompt 6, the final notice.
Next invoice: prompt 7, so it happens less.
What one of them wrote
Prompt 4, tested with a made-up client, Sarah Smith, owing $850:
Hi Sarah, I understand money is tight this month. We can split the $850 balance into two payments: $425 on October 24 and $425 on November 7.
If that works for you, just reply YES to confirm. Thanks!
Every prompt here was tested before it went in the pack. Late fees and notice periods depend on your contract and where you are, so only use what your agreement already says.