When a brand pays late, follow up in writing, in steps: a friendly reminder just after the due date, a firmer note about a week later, then a final notice that cites the contract and any late fee it allows. Each email should quote the invoice number, amount, due date and PO, and attach the invoice again. Copy the templates below.
Free to use. A template to adapt, not tax or legal advice. See every section.
The invoice your emails point to
Every reminder should reference the same details: invoice number, PO number, balance due and due date. This hypothetical invoice is the one the sample emails below refer to.
The example, in numbers
Line items
$2,450
Usage and whitelisting
$850
Subtotal
$3,300
Deposit already received
−$1,250
Balance due
$2,050
Terms
Net 15, due November 27, 2026
Hypothetical figures from the fictional invoice shown. They illustrate the arithmetic, not what to charge.
InvoiceINV-0428Issued November 12, 2026 · Net 15 · PO PO-7731
FromJamie Morgan@jamiemakesjamie@jamiemakes.co
Bill toNorthwind OutdoorAlex Rivera, Brand Marketingap@northwind.example
1
Deliverables
Description
Qty
Rate
Amount
Vertical UGC video, up to 30 seconds, edited and ready to post
4
$500
$2,000
Raw footage from the shoot
1
$300
$300
Extra hook variations
3
$50
$150
2
Rights
Usage rightsPaid usage for 90 days from first use
$450
WhitelistingAds through creator's account for 30 days
$400
3
Total
Subtotal$3,300
Deposit received−$1,250
Balance due$2,050
4
Terms
Net 15: payment due by November 27, 2026. Overdue balances accrue a late fee of 1.5% per month. Billed under signed agreement UGC-0428.
5
Payment
Pay by Bank transfer (ACH): ACH · Routing ending 0210 · Account ending 4471. Due November 27, 2026.
Reminder: this invoice was due November 27, 2026. Bank details are below.
✦
Thank you
Thank you for the collaboration.
Made with UGC Invoices · ugcinvoices.com
Fictional creator, brand and amounts. Not a rate guide.
Why invoices get paid late
Most late payments aren't refusals. The invoice went to the marketer instead of accounts payable, the PO number was missing, the vendor setup wasn't finished, or the approver is on holiday. That is why the first reminder should be friendly and practical: re-send the invoice, restate the details and ask what's needed to process it.
If the friendly reminder doesn't work, the tone changes, not the facts. The second email states the amount and how overdue it is, asks for a payment date, and copies accounts payable. The final notice cites the payment clause in your contract and any late fee it allows.
Keep everything in writing and in one thread. If you ever need to escalate, a dated record of reminders that each quote the invoice and the contract is what makes your case.
For creators and for brands
If you’re the creator
Check your side first: right billing entity, PO number quoted, tax form sent, payment details correct.
Re-attach the invoice to every reminder. Don't make anyone search their inbox for it.
Stay factual and calm, even in the final notice. The goal is to get paid, and possibly to work with the brand again.
If you’re the brand or its finance team
If an invoice can't be paid as sent, tell the creator what's missing straight away rather than letting it sit.
Give creators an AP contact they can follow up with directly, so the marketer isn't the bottleneck.
If payment will be late, say when it will arrive. A date stops the reminders.
The follow-up sequence
When to send each email and what it needs to include. Adjust the timing to your contract and relationship.
Before the due date: confirm receipt
A few days after sending the invoice, ask your contact to confirm it reached accounts payable and that nothing is missing. This catches most problems, such as a wrong billing entity or missing PO, while there's still time to fix them.
Just after the due date: friendly reminder
Within a few days of the due date, send a short note: the invoice is now due, here it is again, is anything needed to process it? Assume it's an oversight.
Creators: Send it to both your contact and accounts payable if you have the address.
About a week later: firm reminder
State the invoice number, amount and how many days overdue it is, and ask for a specific payment date. Copy accounts payable, and your contact's manager if you know them.
Brands: Reply with a date, even an approximate one. Silence is what turns a delay into a dispute.
Final notice: cite the contract
Quote the payment clause of the signed agreement, the due date and any late fee the contract allows, and give a final date for payment. Say what you'll do next if it isn't paid, and only say things you're prepared to do.
Creators: Only mention a late fee if your contract includes one. If it doesn't, stick to the amount owed.
If it still isn't paid
Options include a formal demand letter, a small-claims court where the amount and jurisdiction allow it, or a lawyer. Which makes sense depends on the amount, where each party is based and what your contract says, so get advice before taking that step.
What every reminder should include
The invoice number, PO number if any, the amount due, the original due date, the agreement reference, and the invoice attached again. Keep the subject line consistent so the thread stays together.
Late payment email templates
Three emails, from polite to firm. Fill in the brackets from your invoice and contract, and send each in the same thread.
1. Friendly reminder (a few days after the due date)
Subject: Invoice [INV-0428], due [November 27]
Hi [Alex],
A quick note that invoice [INV-0428] for the [Northwind] videos was due on [November 27]. I've attached it again in case it got lost. It quotes PO [PO-7731], and the balance is [amount].
Is there anything you need from me to get it processed?
Thanks,
[Jamie]
2. Firm reminder (about a week later)
Subject: Re: Invoice [INV-0428], due [November 27]
Hi [Alex], copying [accounts payable],
Invoice [INV-0428] for [amount] is now [10] days overdue. It was issued on [November 12] under agreement [UGC-0428] and PO [PO-7731], and it's attached again here.
Could you let me know the date payment will be made?
Thanks,
[Jamie]
3. Final notice (citing the contract)
Subject: Re: Invoice [INV-0428], final notice
Hi [Alex] and [accounts payable],
Invoice [INV-0428] for [amount] was due on [November 27] and remains unpaid despite my reminders on [November 30] and [December 7].
Under the payment terms of our signed agreement [UGC-0428], payment was due within [15] days of the invoice date, and overdue balances accrue a late fee of [1.5]% per month. Please arrange payment of the balance by [December 18].
If I don't hear back by then, I'll need to [take the next step].
[Jamie]
Confirming receipt (before the due date)
Hi [Alex], just checking invoice [INV-0428] reached accounts payable and that nothing is missing, like a PO number or tax form. Happy to re-send anything. Thanks!
Re-send a clean invoice
Rebuild the invoice with the PO number, due date and payment details finance needs, then attach it to your reminder.
Send a short, friendly reminder a few days after the due date: quote the invoice number, amount and due date, attach the invoice again, and ask whether anything is needed to process it. Most late payments are process problems, not refusals.
How long should I wait before following up?
Many creators send a friendly reminder within a few days of the due date and a firmer one about a week after that. There's no rule, so match the timing to your contract and the relationship.
Can I charge a late fee if the brand pays late?
If your contract includes a late fee, you can point to it in your final notice. If it doesn't, adding one after the fact is hard to justify. Some places also limit late fees or interest, so check what applies.
Who should I email about an unpaid invoice?
Your contact at the brand and the accounts payable address. In later reminders, copying your contact's manager can help.
What if the brand still won't pay?
Options include a demand letter, small-claims court where the amount and location allow, or a lawyer. The right step depends on the amount, the jurisdictions involved and your contract, so get advice first.
Should I stop work if a brand hasn't paid?
Only if your contract allows it. Many creator contracts tie later deliverables or usage rights to payment. Read the agreement before pausing work or withdrawing rights.