How to chase invoices on WhatsApp, politely
Many customers in Indonesia read WhatsApp faster than email. Chasing an invoice there is normal, as long as you're clear, polite and timely. Here's a reminder schedule, example messages and some etiquette.
Updated Oct 17, 2026
Before you chase: make the invoice clear
Collecting is easiest when the customer knows exactly what they're paying for. Make sure the invoice has a number, an amount, a due date and payment details, and send it as a PDF or a link they can open any time. Don't just type an amount into the chat.
When to send reminders
| When | What the message does |
|---|---|
| When you send the invoice | Sends it and makes sure the right person has it. |
| A few days before the due date | A friendly reminder. |
| On the due date | A short reminder. |
| A few days after the due date | Asks whether it's been paid and if anything's holding it up. |
| A week or more overdue | Firmer, offers a way forward; call if needed. |
This is only a common pattern. Adjust it to your relationship and what you've agreed with the customer.
Example messages
Good afternoon, Ms Rina. Here's invoice INV/2026/00042 from CV Contoh Kreatif for Rp11,100,000, due on 16 November 2026. You can view and download it here: [link]. Thank you for working with us.
Good morning, Ms Rina. Just a reminder that invoice INV/2026/00042 for Rp11,100,000 is due on Monday, 16 November 2026. If you've already paid, thank you, and please ignore this message.
Good afternoon, Ms Rina. Invoice INV/2026/00042 for Rp11,100,000 was due on 16 November 2026, and we haven't received the payment yet. Could you check on it, or let us know if anything's holding it up? Thank you.
Thank you, Ms Rina. We've received the payment for invoice INV/2026/00042. It's a pleasure working with you.
WhatsApp etiquette for collecting
- Send during working hours, not late at night or at weekends.
- Greet them by name, and always mention the invoice number, amount and due date.
- One clear message beats a string of short ones.
- Never chase payment in a group chat or in front of others.
- Stay polite even when it's late: no threats, no shaming.
- If the customer asks for time, agree a new date and note it down.
- Keep the conversation and transfer proofs as records.
- Use a business number, such as WhatsApp Business, so customers recognise you.
Chasing invoices on WhatsApp with Shura
- 1Issue the invoice, then press WhatsApp on its page: WhatsApp opens with a message giving the invoice number, amount, due date and link, in your customer's language. You just press send.
- 2When the customer's phone number is saved, the message goes straight to it. Numbers like 0812… become 62812… on their own.
- 3Your customer opens the invoice from the link and downloads the PDF without an account.
- 4Turn on email reminders: Shura sends one three days before the due date and another when the invoice turns overdue. Overdue invoices are flagged every morning too.
Free during beta. No credit card needed.