Get paid faster, without the awkward conversation

1. With the invoice

   Invoice {{number}} — {{job}}

   Copy

   Hi {{name}},
   
   Invoice for {{job}} is attached — {{amount}}, due {{dueDate}}.
   
   Bank details are on the invoice, and you can pay straight from it if that's easier.
   
   Any questions about the work or the invoice, just reply here.
   
   Thanks,
   {{you}}

   Why: Name the job, not the invoice number. People pay things they recognise.

2. Day 7 after the due date

   Re: Invoice {{number}} — {{job}}

   Copy

   Hi {{name}},
   
   Just floating this back up — invoice {{number}} for {{job}} was due on {{dueDate}}.
   
   If it's already gone through, ignore me and thanks. If it needs anything from my end — a PO number, a different contact, a copy sent somewhere else — tell me and I'll sort it today.
   
   Thanks,
   {{you}}

   Why: Reply on the original thread. Assume an oversight, and remove the excuse in the same breath.

3. Day 14

   Re: Invoice {{number}} — {{job}} — now 14 days overdue

   Copy

   Hi {{name}},
   
   Invoice {{number}} ({{amount}}) is now two weeks past due.
   
   Could you let me know when it's scheduled for payment? If it's stuck in approvals I'm happy to chase it at your end — just point me at the right person.
   
   Thanks,
   {{you}}

   Why: Ask for a date, not for money. A date is a question someone can answer without authority.

4. Day 30

   Invoice {{number}} — 30 days overdue — next steps

   Copy

   Hi {{name}},
   
   Invoice {{number}} for {{amount}} is now 30 days overdue and I haven't been able to get a payment date.
   
   I'd rather sort this between us than escalate it, so let's do that: can you confirm by {{deadline}} either that it's been paid or when it will be?
   
   If I don't hear back I'll follow our standard process for overdue accounts, which I'd genuinely prefer not to do.
   
   Thanks,
   {{you}}

   Why: First mention of consequences, and still an off-ramp. Firm, dated, not hostile.

Invoicing a big client? Six things that send it to the back of the queue

Straight from a mining-services customer: get the PO number wrong and you don't get rejected, you get re-queued.

• The PO number is on the invoice, in the field their system reads — not in the description.
• The PO number matches character for character, including any prefix.
• The invoice is addressed to the entity on the PO, not the trading name on the door.
• Line items match the PO's wording, not your internal job names.
• The invoice total does not exceed the PO value — even by a dollar.
• It goes to their accounts-payable address, not to your day-to-day contact.

Stop losing supplier receipts in the first place

Set this up by hand once and you'll see exactly which part eggz automates.

1. 01Search for one of your regular suppliers, then Filter messages like these.
2. 02Set the filter on the sender's domain rather than the address — billing systems change addresses.
3. 03Apply a label like Bills/{Supplier}, and tick Never send to Spam.
4. 04Tick Also apply to matching conversations so history gets labelled too.
5. 05Repeat for your top ten suppliers. That's usually 80% of the volume.