Your agency runs on retainers and project fees. When clients pay late, it threatens payroll, contractor payments, and growth. Automate the follow-up.
Real frustrations from real agencies dealing with late payments.
“We had a Fortune 500 client that consistently paid at Net 90 despite Net 30 terms. When we finally automated reminders with escalation, they started paying at Net 35. They just needed the nudge through their system.”
- Reddit user on <span>r/AgencyLife</span>
“Biggest lesson after 8 years running an agency: the invoice is not done when you send it. It's done when the money hits your account. Everything in between needs a system.”
- Reddit user on <span>r/DigitalMarketing</span>
Understanding payment norms in agency helps you set the right reminder strategy.
These are the specific challenges that make invoice collection difficult in agency.
Enterprise clients route invoices through procurement, finance, and multiple sign-off layers. A single missing PO number can delay a $50,000 invoice by weeks.
Monthly retainer clients sometimes treat invoices casually because the relationship feels ongoing. Over time, they slip from Net 30 to Net 45 to Net 60.
Your team and freelancers expect to be paid on the 1st and 15th regardless of whether clients have paid you. Late receivables create a dangerous cash gap.
Between retainers, project fees, and one-off work, a mid-size agency may have 50-100 outstanding invoices at any time. Manual follow-up does not scale.
Copy-paste templates tailored for agency professionals. Adjust timing and tone to match your clients relationships.
Hi {{client_name}}, This is a courtesy reminder that invoice #{{invoice_number}} for {{amount}} is coming due on {{due_date}}. This covers {{description}}. If your AP team needs any additional documentation, PO references, or a W-9, please let me know and I'll get that over right away. Best regards, {{your_name}} {{agency_name}}
Hi {{client_name}}, I'm writing to let you know that invoice #{{invoice_number}} for {{amount}} is now past due (original due date: {{due_date}}). We value our partnership and want to keep things running smoothly. Could you check with your accounts payable team on the status? I'm happy to resend the invoice or provide any supporting documentation needed to process payment. Thank you, {{your_name}} {{agency_name}}
Hi {{client_name}}, Invoice #{{invoice_number}} for {{amount}} is now 30 days past the due date of {{due_date}}. Per our master services agreement, overdue balances may be subject to a {{late_fee_percent}} monthly finance charge and we may need to pause active work until the balance is resolved. I'd prefer to avoid any disruption. Can we schedule a quick call to discuss? Regards, {{your_name}} {{agency_name}}
Skip the manual work: All these templates are built into ChaseBot and sent automatically when invoices are overdue.
Free plan available. No credit card required.
Follow these proven strategies to get paid faster while maintaining strong clients relationships.
For enterprise clients, always secure a purchase order number before starting work. An invoice without a PO is almost guaranteed to be delayed.
The person approving your creative work is rarely the person processing your invoice. Build a relationship with AP teams directly.
Send all invoices on the same day each month (e.g., the 1st). Consistency makes it easier for client AP teams to batch and process your payments.
Start with friendly automated reminders, escalate to account manager outreach, then to a partner or director call. Reserve legal language for 60+ day overdue balances.
Purpose-built to solve the invoice chasing problem so you can focus on your agency work.
98% open rate means your clients actually sees the reminder. No more emails lost in spam or ignored in overflowing inboxes.
The moment your clients pays, reminders stop automatically. No awkward follow-ups after payment has been received.
Design your reminder sequence visually. Set the right timing for agency payment cycles with drag-and-drop simplicity.
Connect your Xero account in 30 seconds. Invoice data syncs in real time. No manual imports, no outdated information.
See how automating your invoice reminders compares to doing it yourself.
Before setting late fees on your invoices, check the legal limits in your state.
Dive deeper into invoice collection strategies and templates.
Explore invoice reminder strategies for similar industries.
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