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When a client asks for more time to pay: three replies

A client who asks for an extension is still talking to you, which is better than silence. The goal is to turn "can we pay later?" into one exact date, or a short payment plan, that they confirm in writing.

Pick the reply that fits. Agree to a new date if they have paid on time before and the delay is short. Offer a split if the amount is large or the date is vague ("next month", "when our client pays us"). Keep the original date if you can't carry the cost, and offer a small part-payment instead.

Open the free reminder writer If the new date passes, enter it as the due date and the tool writes the day 3, 7, 14 and 30 follow-ups.

Three ready-to-copy replies

Replace every [bracketed field]. Delete the late-fee line if your contract or invoice terms don't include one.

Hi [client name],

Thanks for letting me know, and for asking ahead of time. That's no problem.

To confirm: invoice #[invoice number] for [amount] is now due on [new date], instead of [original due date]. You can pay with the same link: [pay link].

[If you charge late fees:] As long as payment arrives by [new date], no late fee will apply.

Could you reply to confirm that date works? I'll send a short reminder a couple of days before.

Thanks,
[your name]

Hi [client name],

Thanks for being upfront about timing. I'm happy to help by splitting invoice #[invoice number] ([amount]) into [number] payments:

- [first amount] by [first date]
- [second amount] by [second date]
- [final amount] by [final date]

All payments can go through [pay link]. Work on [next phase / new requests] will start once the first payment is in.

If any payment date is missed, the full remaining balance becomes due straight away. Could you reply with "agreed" so we both have it in writing?

Thanks,
[your name]

Hi [client name],

Thanks for getting in touch about invoice #[invoice number] for [amount].

I'm not able to move the due date this time. I plan my own bills around these payments, and the terms were agreed when we started. Payment is still due on [original due date] at [pay link].

If paying the full amount by then is hard, I can accept [part amount] by [original due date] and the rest by [short later date]. Just let me know which works.

Thanks for understanding,
[your name]

Send them for me: free trial Rather not chase this invoice yourself? Small Bot Fix sends the day 3, 7, 14 and 30 reminders on the right day, with replies going to you. 30-day free trial, then $9/month. Cancel anytime.

What to do next

1. Get a reply. An extension only counts once the client confirms the new date or the payment plan in writing, even a one-line "agreed".
2. Update your records: note the new due date (or each installment date) against the invoice. You don't need a new invoice number.
3. Set a reminder for two days before the new date, and another for the day after. A short "just a reminder, due Friday" works.
4. If the new date passes, treat it as a late invoice from that date. Start with a firm reminder, not a friendly one: you have already been flexible.

These are fixed templates, not legal or financial advice. Check your own contract terms before changing a due date or waiving a fee.

Related templates

• Partial payment received: remaining balance email
• Client asks for more time to pay
• Late fee email template
• Firm payment reminder (day 7)
• Invoice 60 days overdue email
• When a client disputes an invoice
• How to ask a client for a deposit

Not sure where to start? Read how to chase a late invoice, a short checklist.