Invoice + Payment Reminders for Karen and Phil Ostrowski
1. Invoice
Ridgeline Plumbing & Heating Dave Morales 48 Foundry Rd, Hamilton ON (555) 214-8890 | dave@ridgelineplumbing.com Licence #P-20391 HST #: [Your HST registration number, if applicable]
INVOICE
Invoice #: 1047 Invoice date: May 15, [Year] Due date: May 29, [Year] (Net 14)
Bill To: Karen and Phil Ostrowski 112 Birchwood Cres Hamilton ON karen.ostrowski@email.com
Job Site: Same as billing address
Work completed (May 14, [Year]): We removed and hauled away your old 40-gallon gas water heater. We installed a new Bradford White 40-gallon gas water heater with a new expansion tank, venting, and fittings.
| Description | Qty | Unit | Rate | Amount |
|---|---|---|---|---|
| Labour | ||||
| Remove old water heater and install new unit | 4 | hrs | $95.00 | $380.00 |
| Materials | ||||
| Bradford White 40-gallon gas water heater | 1 | each | $1,150.00 | $1,150.00 |
| New expansion tank | 1 | each | $85.00 | $85.00 |
| Venting parts and fittings | 1 | lot | $68.00 | $68.00 |
| Other charges | ||||
| Haul-away and disposal of old tank | 1 | each | $50.00 | $50.00 |
| Permit fee | 1 | each | $120.00 | $120.00 |
| Subtotal | $1,853.00 |
| HST (13%) | $240.89 |
| Total | $2,093.89 |
| Less deposit received | –$500.00 |
| BALANCE DUE | $1,593.89 |
Payment terms: Net 14. Payment is due by May 29, [Year]. A late fee of 2% per month applies to balances unpaid after 30 days, as set out in our contract.
How to pay:
- E-transfer to dave@ridgelineplumbing.com
- Cheque payable to Ridgeline Plumbing & Heating, mailed to 48 Foundry Rd, Hamilton ON [add postal code]
Please include invoice #1047 with your payment.
Warranty: Your installation comes with a 1-year workmanship warranty.
Thank you for choosing Ridgeline Plumbing & Heating, Karen and Phil. It was a pleasure working with you. Enjoy the hot water, and please call us anytime you need a hand.
2. Payment reminders
Reminder 1: Friendly heads-up
When to send: May 26 or 27 (2–3 days before the due date)
Email subject line: Friendly reminder: Invoice #1047 due May 29
Email body:
Hi Karen and Phil,
I hope the new water heater is working well and you're enjoying plenty of hot water.
This is a quick heads-up that Invoice #1047 for $1,593.89 is due on May 29. You can pay by e-transfer to dave@ridgelineplumbing.com or by cheque.
If you have any questions about the invoice or the install, just reply here or call me at (555) 214-8890.
Thanks again for choosing Ridgeline. It was great working with you both.
Dave Morales Ridgeline Plumbing & Heating
Text message version:
Hi Karen and Phil, it's Dave from Ridgeline Plumbing. Just a friendly reminder that invoice #1047 for $1,593.89 is due May 29. E-transfer to dave@ridgelineplumbing.com works great. Hope the new heater is treating you well!
Reminder 2: Clear and polite follow-up
When to send: Around June 5 (about 7 days past due)
Email subject line: Invoice #1047: payment now past due
Email body:
Hi Karen and Phil,
I'm following up on Invoice #1047 for the water heater install on May 14. The balance of $1,593.89 was due on May 29, and I haven't received payment yet.
If it's already on its way, thank you, and please ignore this note.
You can pay by:
- E-transfer to dave@ridgelineplumbing.com
- Cheque payable to Ridgeline Plumbing & Heating, mailed to 48 Foundry Rd, Hamilton ON
If there's a problem with the invoice or the work, please reply or call me at (555) 214-8890. I'm happy to sort it out.
Thanks, Dave Morales Ridgeline Plumbing & Heating
Text message version:
Hi Karen and Phil, Dave from Ridgeline here. Invoice #1047 for $1,593.89 was due May 29 and is now past due. If you've already sent it, thank you! If not, e-transfer to dave@ridgelineplumbing.com is easiest. Any questions, just call or text me.
Reminder 3: Firm and direct
When to send: Around June 12–19 (about 14–21 days past due)
Email subject line: Second notice: Invoice #1047, $1,593.89 overdue
Email body:
Hi Karen and Phil,
I'm reaching out again about Invoice #1047 for your water heater install. The balance of $1,593.89 was due on May 29 and is now [X] days overdue.
Please arrange payment by [pay-by date]. E-transfer to dave@ridgelineplumbing.com is the quickest option. You can also mail a cheque to 48 Foundry Rd, Hamilton ON.
As noted in our contract, a late fee of 2% per month applies to balances that remain unpaid after 30 days. I'd much prefer to get this settled quickly for both of us.
If something is holding things up, I'm glad to jump on a quick call and work it out. You can reach me at (555) 214-8890.
Thank you, Dave Morales Ridgeline Plumbing & Heating
Text message version:
Hi Karen and Phil, Dave from Ridgeline. Invoice #1047 for $1,593.89 is now overdue (due May 29). Could you please pay by [pay-by date]? Per our contract, a 2%/month late fee applies after 30 days. Happy to chat if something's up: (555) 214-8890.
3. Before you send: quick checklist
- Fill in all [placeholders]: year, HST #, postal code, and the pay-by date and days overdue in Reminder 3.
- Double-check the totals against your records ($1,853.00 subtotal, $240.89 HST, $1,593.89 balance due).
- Confirm the $500 deposit was received in full.
- Save the invoice as a PDF and attach it to the invoice email and each reminder.
- Add the Bradford White model or serial number to the line item if you want it on record for the warranty.
- Set calendar reminders for May 26, June 5, and June 12–19. Check for payment before each one.
- Keep a copy of the invoice and all reminders for your records.
4. Assumptions & things to double-check
- Year: No year was given, so d