Before following up on an overdue farrier invoice, check that it reached the right person, the agreed due date has passed, and the balance includes all payments and credits. Then send a short message identifying the invoice and the action needed.
Check these details before contacting the client
- Invoice number, horse names, service date, original amount, and due date.
- The agreed payer and the email address or other delivery method used.
- Payments that may be waiting to be matched, including a payment received under a different name.
- Any disputed line item, agreed credit, or payment arrangement.
A missing invoice, an incorrect invoice, and an unpaid correct invoice need different responses. Correct the record first when the problem is yours.
First reminder template
Hi [name], I'm checking on invoice [number] for [horse names], serviced on [date]. My records show [balance] outstanding, due [date]. I've attached the invoice again. If you have already paid, please send the payment date and reference so I can match it. Otherwise, please let me know when to expect payment. Thank you, [name].
Choose the timing based on the payment terms you agreed with the client. Send the message yourself through your usual contact method, and keep a dated note of what you sent.
Follow-up when there is no reply
Hi [name], following up on my message of [date] about invoice [number]. The remaining balance is [amount]. Please reply by [date] with payment confirmation or let me know if you believe anything on the invoice is incorrect. You can reach me at [contact]. Thank you, [name].
Keep the message about this invoice. Avoid language that assumes why a person has not paid, and do not share their balance with other clients or unrelated barn contacts.
Worked example: acknowledge a partial payment
Fictional example: an invoice totals $220, and $150 has been received. The reminder should request $70, not $220. Include the original invoice number so both you and the client can connect the remaining balance to the original work.
Thank you for the [amount] payment received on [date] against invoice [number]. The remaining balance is [amount]. Please confirm whether [proposed payment date] works for you.
If you agree to a new date or payment plan, record the exact agreement and set a date to review it. A reply promising payment is not the same as receiving payment.
Disputes and unresolved accounts
Ask the client which line item they dispute and compare it with the agreed work and dated service record. Keep a clear record of corrections or credits rather than creating duplicate bills. Get qualified local advice before adding fees, changing service arrangements, or taking formal collection action; this page is a communication template, not legal advice.
For prevention, use the billing workflow. For checking open balances and receipts, use the bookkeeping checklist. The invoicing guide explains which records to keep together.