✓ Automatically sending invoice reminders
This removes the awkwardness of chasing payments and ensures clients never “forget”.
✓ Allowing you to connect WorldPay
Integrated payments give your clients fast, convenient payment options:
- Google Pay
- Apple Pay
- PayTo (Direct Debit)
- Visa / Mastercard
- Instant online checkout
This improves your cash flow and reduces late payments dramatically.
Use the scripts below whenever you need to personally follow up, clarify work completed, or escalate overdue invoices.
⭐ How to Use These Scripts
You may need to reach out personally when:
- The client hasn’t opened the invoice
- The automatic reminders have gone out, but still no payment
- There was a misunderstanding about the work or scope
- You need to escalate before applying late fees
Below are industry-tailored scripts you can copy/paste as-is.
CLUSTER 1 — Trades & Field Services
(Plumbers, Electricians, HVAC, Landscapers, etc.)
When to send
- Day 1: Sole invoice sent (automatic)
- Day 4: Gentle message
- Day 7: Firm reminder
- Day 14: Final notice before late fee or cancelling future bookings
1. Gentle Reminder (Day 4)
Subject: Quick follow-up on your invoice
Hi <name>,
Hope you’re well. Just a quick note to check in on Invoice <#>.
Sole will continue sending reminders automatically, but I wanted to make sure it reached you.
Payment can be made instantly using the link in the invoice — Google Pay, Apple Pay, card or Direct Debit via WorldPay.
Thanks for your help.
<Your name>
2. Firm Reminder (Day 7)
Subject: Invoice <#> – Payment required
Hi <name>,
Following up on Invoice <#> for the work completed on <date>.
The payment link in the invoice is still open and takes less than a minute through WorldPay (Google Pay, Apple Pay, card, etc.).
Can you please let me know when this will be settled?
Thanks,
<Your name>
3. Final Notice (Day 14)
Subject: Final reminder before late fee
Hi <name>,
This is a final reminder for Invoice <#>.
If payment is not received in the next 48 hours, a late fee may be applied and future bookings paused.
Please use the WorldPay link in the invoice for immediate payment.
Thanks,
<Your name>
CLUSTER 2 — Fitness, Health & Care
(PTs, NDIS providers, Hair & Beauty, Therapists)
1. Gentle Reminder (Day 3–4)
Hi <name>,
Just checking in on Invoice <#> from <date>.
Sole sends automatic reminders, but I wanted to personally confirm it reached you.
You can pay instantly via Apple Pay, Google Pay or Direct Debit through WorldPay — it only takes a moment.
Thank you,
<Your name>
2. Firm Reminder (Day 7)
Hi <name>,
Following up on Invoice <#>.
Let me know if you need another copy — the original has all payment options linked through WorldPay.
Could you please confirm your expected payment date?
Thanks,
<Your name>
3. Final Notice (Day 14)
Hi <name>,
This is a final reminder for Invoice <#>.
Sessions may need to pause unless payment is received in the next 48 hours.
Payment link is in the invoice (Apple Pay, Google Pay, card, Direct Debit).
Thank you,
<Your name>
CLUSTER 3 — Creatives & Media
(Designers, Photographers, Videographers, Writers)
1. Gentle Reminder
Hi <name>,
Hope you’re well.
Just a quick follow-up on Invoice <#> for the <project name>.
Payment can be made instantly using the link in the invoice (WorldPay: card, Apple Pay, Google Pay).
Please let me know if there’s anything you need from me.
Thanks so much,
<Your name>
2. Firm Reminder
Hi <name>,
Following up on Invoice <#>.
As per our agreement, this invoice is now due — are you able to confirm payment timing?
The payment link is active and supports instant checkout via WorldPay.
Thanks,
<Your name>
3. Final Notice
Hi <name>,
Final reminder for Invoice <#>.
Work on deliverables will pause if payment isn’t received within 48 hours.
Please use the WorldPay link in the invoice for fast payment.
Thanks,
<Your name>
CLUSTER 4 — Professional Services
(Consultants, Coaches, VAs, Bookkeepers, Finance)
1. Gentle Reminder
Hi <name>,
Checking in on Invoice <#>. Sole sends automatic reminders, but I like to personally confirm these things too.
You can pay quickly using the WorldPay link in the invoice (card or digital wallet).
Thank you,
<Your name>
2. Firm Reminder
Hi <name>,
Following up on Invoice <#> — this is now overdue.
For convenience, the payment link supports Apple Pay, Google Pay and direct debit.
Could you please advise your expected payment date?
Thanks,
<Your name>
3. Final Notice
Hi <name>,
Final reminder for Invoice <#>.
Further work or meetings may need to pause if payment isn’t received within 48 hours.
Please use the link in the invoice to pay securely via WorldPay.
Kind regards,
<Your name>
CLUSTER 5 — Retail, eCommerce & Manufacturing
(Makers, online sellers, custom product creators)
1. Gentle Reminder
Hi <name>,
Just checking on Invoice <#>.
You can complete payment instantly through the WorldPay link in the invoice — card, Apple Pay or Google Pay.
Let me know if you need anything.
Thanks,
<Your name>
2. Firm Reminder
Hi <name>,
Following up on Invoice <#>.
Your order is ready to progress once payment is finalised.
Please use the payment link in the invoice for secure checkout.
<Your name>
3. Final Notice
Hi <name>,
Final reminder that Invoice <#> is overdue.
I won’t be able to dispatch/produce your order until payment is received.
You can settle instantly through WorldPay via the invoice link.
Thank you,
<Your name>
CLUSTER 6 — Personal & General Services
(Cleaning, Gardening, Tutoring, Domestic Work, Pet Services)
1. Gentle Reminder
Hi <name>,
Just a quick check-in on Invoice <#>.
Sole sends reminders automatically, but I want to ensure you’ve received it.
Payment is easy via the link — Apple Pay, Google Pay, Direct Debit or card.
Thanks,
<Your name>
2. Firm Reminder
Hi <name>,
Following up on Invoice <#>.
Could you please confirm when payment will be made?
The payment link uses WorldPay for fast and secure checkout.
Thanks,
<Your name>
3. Final Notice
Hi <name>,
Final reminder for Invoice <#>.
Future bookings may be paused unless payment is received in the next 48 hours.
Please use the link in the invoice to pay — it only takes a moment.
Thank you,
<Your name>
CLUSTER 7 — Investment Property Management
(Small portfolio managers, independent property operators)
1. Gentle Reminder
Hi <name>,
Checking in on Invoice <#> related to <property>.
Sole’s reminders are being sent automatically, but I wanted to follow up personally.
Payment can be made instantly via the invoice link using your preferred method (Apple Pay, Google Pay, card, Direct Debit).
Kind regards,
<Your name>
2. Firm Reminder
Hi <name>,
Following up on Invoice <#>.
Could you please confirm payment timing?
The invoice link supports fast, secure payment via WorldPay.
Thank you,
<Your name>
3. Final Notice
Hi <name>,
Final reminder for Invoice <#>.
Management services may be paused if payment is not received within 48 hours.
Please use the invoice link to make payment securely through WorldPay.
Regards,
<Your name>
⭐ ChatGPT Prompt to Generate a Fully Personalised AR Follow-Up Sequence
Place this at the bottom of each industry page.
“Act as an accounts receivable specialist for <industry>.
Using the information below, create a personalised follow-up sequence for overdue invoices, including tone, timing, and message templates.
My Industry: <industry>
Location: <suburb/city>
Typical Job/Service: <service type>
Invoice Amount: <$>
Client Type: <new/recurring/business/residential>
Days Overdue: <number>
Preferred Tone: <friendly/professional/firmer>
Payment Options Enabled: WorldPay (Apple Pay, Google Pay, Direct Debit, card)
Please generate:
- A gentle reminder message
- A firm follow-up
- A final notice
- A recommended timeline
- Optional wording for difficult clients
- Tips on how to prevent late payments in the future
- A short script for phone follow-up (if needed).”
Frequently Asked Questions
Why should I use automatic reminders instead of just emailing clients myself?
Automation acts as a “neutral third party.” When Sole sends a reminder, it feels like a standard business process to the client, which preserves your personal relationship. It ensures no invoice is ever forgotten and saves you the mental energy of tracking every due date manually.
How does connecting WorldPay help me get paid faster?
Friction is the biggest enemy of payment. If a client has to log into their bank, copy an ABN, and type in a reference number, they might put it off. By offering Apple Pay, Google Pay, and Instant Checkout, you allow them to pay the second they open the email on their phone.
What is the best timeline for chasing a late payment?
A standard “escalation” timeline usually looks like this:
- Day 1: Invoice sent via Sole.
- Day 4: A gentle “check-in” message to ensure they received the invoice.
- Day 7: A firm reminder asking for a specific payment date.
- Day 14: A final notice before work pauses or late fees apply.
What should I do if a client still hasn’t paid after the final notice?
At this stage, a phone call is often more effective than another email. Use the ChatGPT prompt at the bottom of our guide to generate a “Phone Follow-Up Script.” Usually, a quick, polite conversation can clear up any misunderstandings or technical issues that were stopping the payment.
Can I charge late fees as a sole trader?
Yes, but you must have this clearly stated in your Terms and Conditions or on the original quote/invoice. It’s often better to use the threat of a late fee as a tool in your “Final Notice” (as seen in our scripts) rather than actually charging it, as this often prompts immediate payment to avoid the extra cost.
How do I handle a client who says they “didn’t get the email”?
Sole tracks when an invoice is sent. If a client claims they didn’t receive it, you can politely mention that your system shows it was sent on <Date> and then offer to resend the link via SMS or a different email address immediately while you have them on the line.