Overdue Invoice Phone Script for Decision Maker

If emails don’t work, a phone call to the real decision maker often closes the loop. This overdue invoice phone script gives you everything you need to get answers, payment, or a firm pay date—professionally. Templates only — not legal advice.

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When to use / when to send

Invoice has been overdue for 5+ days with no actionable reply.
Previous contacts re-route you or defer responsibility.
There’s confusion between AP, the business owner, and decision makers.
Escalation has been mentioned but not acted upon.
Client is unresponsive to previous email or SMS attempts.

Checklist / what to include

Your name, company, and the invoice #{{InvoiceNumber}}.
Amount due and due date.
One-sentence recap of past reminders.
Ask who controls payment release.
Ask for scheduled pay date.
Request immediate payment or a deadline.
Confirm correct AP contact (if not the decision maker).
Document the call outcome and next steps.

Copy/paste templates

Hi, this is {{YourName}} from {{Company}}. I’m calling about invoice #{{InvoiceNumber}}, which was due {{DueDate}} and shows unpaid. Could you let me know who will release the payment and when we can expect it?

I want to confirm whether payment for invoice #{{InvoiceNumber}} is scheduled. Is there anything holding it up, or can you provide the payment date today?

We need to resolve this invoice by {{DeadlineDate}} or we’ll have to start our formal escalation process. What timeline can you commit to?

Thank you for confirming. Could you please send written confirmation once the payment is released for our records?

Hi, this is {{YourName}} following up on invoice #{{InvoiceNumber}}. Please call me back at {{Phone}} and let me know the payment date or if there’s an issue.

Is there a different AP contact I should follow up with for invoice payment questions?

How to use these templates

Plan your call after two written reminders have gone unanswered.
Keep notes of the conversation, including payment commitment and call outcome.
Escalate politely if no clear date is provided.
Leave one voicemail with callback info if unanswered.
Confirm details in email after call for documentation.

Recommended timing / follow-up plan

Day 6–7 overdue: Place initial call.
If no answer, leave voicemail and follow up with a short email.
If promise made, request confirmation in writing.
If no payment/releases, escalate to finance/AP supervisor in 72 hours.
Repeat process only once per escalation cycle.

Best practices / common mistakes

Do: Identify yourself and reference invoice number right away.
Do: Stay calm, professional, and concise.
Do: Ask direct questions about payment date and contact names.
Do: Document call results for your records.
Don’t: Get emotional, threaten, or use accusatory language.
Don’t: Accept vague promises without real dates.
Don’t: Repeat calls to the same person without escalation.
Don’t: Skip written backup after phone conversations.

FAQ

Start with your main client contact—but if they defer, request the direct decision maker or AP lead. Make sure you’re speaking with the person that controls payment release.