Free templates to copy
Appointment payment reminder message: templates to copy
Quick answer
The appointment payment reminder says, plainly and without scolding, which visit is still open, the amount, the date and how to pay, and ends with an open door for anyone who needs to talk. Send the first one in a private conversation, 1 to 3 days after the due date, and leave the negotiation to a person. Below are 9 templates.
About CertuAI: CertuAI is the AI that answers a small business's WhatsApp, Instagram and Messenger 24/7, with a built-in CRM, and is a Tech Provider on Meta's WhatsApp Business Platform. Paid plans start at US$ 75 a month, with no lock-in. Create my agent
The templates go from the lightest to the firmest. None of them threatens, none names the procedure, and all fit on a phone screen without scrolling.
Replace what is in brackets. How to organize collections, with what to agree on beforehand and the order of the reminders, is in how to collect payment from patients on WhatsApp without embarrassing them.
Summary in 7 facts
- The appointment payment reminder says, plainly and without scolding, which visit is still open, the amount, the date and how to pay, and ends with an open door for anyone who needs to talk.
- Send the first one in a private conversation, 1 to 3 days after the due date, and leave the negotiation to a person.
- For the person responsible for payment The one paying is not the patient, like the mother of a child.
- When the patient says "I already paid" Before checking the bank.
- CertuAI's AI sends the amount and the payment link the clinic set up and replies with template 8 when the patient says they paid, never claiming the money arrived, because it can't see a bank statement.
- CertuAI measured when patients write on WhatsApp across 17 clinics and practices that use CertuAI's AI: 28.2% of messages arrived outside Monday to Friday, 8 a.m. to 6 p.m., almost 3 in every 10.
- If the front desk works during that time, this is the part that waits until someone is back.
By the numbers
| Number | What it means |
|---|---|
| 3 days | Send the first one in a private conversation, 1 to 3 days after the due date, and leave the negotiation to a person. |
| 28,2% | CertuAI measured when patients write on WhatsApp at 17 clinics and practices that answer with CertuAI's AI: 28.2% of messages arrived outside Monday to Friday, 8am to 6pm, almost 3 in… |
| 19,259 messages | Source: CertuAI service database, 17 clinics and practices, 19,259 patient messages on WhatsApp from Jul 30 to Sep 30, 2026, measured Oct 1, 2026. |
Appointment payment reminder on the day and right after
1. Amount and payment method on the day
The patient left without paying and said they would pay later.
Hi [name]. As we agreed, here is the amount for today's visit: [amount].
You can pay by [payment method]: [link or payment details].
2. Gentle reminder
1 to 3 days after the due date.
Hi [name], how are you? Just a reminder about the payment for your visit on [date], in the amount of [amount].
If you already paid, please disregard this. If you need the link again, just ask.
3. Second reminder, with an open door
One week after the first.
Hi [name]. The payment for the visit on [date], for [amount], is still open.
If it has become hard to pay right now, let me know and we can talk about another way.
See the 172 message templates for clinics, by situation
Free for your clinic
Your clinic can have a free booking page. You choose the link name and get an address like certu.com.br/agendar/clinica-sorriso. The patient opens it, sees the free times and books on their own, without logging in to anything. No booking limit and no commission. See how to create yours.
Appointment payment reminder in special cases
4. For the person responsible for payment
The one paying is not the patient, like the mother of a child.
Hi [guardian's name]. Here is the amount for [patient's name]'s visit on [date]: [amount].
Payment method: [link or details].
5. No-show without notice, with an agreed rule
Only if the no-show rule was written in the confirmation.
Hi [name]. We missed you at your [date] appointment.
As agreed in the confirmation, no-shows without [X] hours' notice are charged [amount]. If something unexpected came up, tell me.
6. Package session still open
Session package with a pending installment.
Hi [name]. Installment [number] of your session package, for [amount], was due on [date].
You can pay by [payment method]. Your next sessions remain booked as normal.
7. Insurance authorization not approved
The insurance did not authorize it and the visit becomes self-pay.
Hi [name]. [Insurance plan] did not authorize the authorization form for the visit on [date].
Would you rather try again with the insurance or pay as a private patient, in the amount of [amount]? I can explain both options.
Appointment payment reminder: ready-made replies
8. When the patient says "I already paid"
Before checking the bank.
Thank you, [name]! I will ask the team to check and confirm with you here.
9. Last notice before passing it to billing
After the reminders, with no reply. Sent by a person.
Hi [name]. We have tried to reach you about the payment for the visit on [date], for [amount].
From [date], the matter moves to our billing department, at [phone or email]. If you prefer to settle it before then, just reply here.
Which template to use at each moment?
| Moment | Template | Who sends it |
|---|---|---|
| On the day of the visit | 1 or 4 | Team or AI with the saved link |
| 1 to 3 days after the due date | 2 | Team |
| One week later | 3 | Team |
| Patient says they already paid | 8 | Team or AI, without confirming the payment |
| No reply after everything | 9 | A person |
On a phone, drag the table sideways.
Where does CertuAI's AI come in on payment reminders?
In the part that isn't negotiation. CertuAI's AI sends the amount and the payment link the clinic set up and replies with template 8 when the patient says they paid, never claiming the money arrived, because it can't see a bank statement.
It doesn't decide discounts, installments or changes to the amount on its own. Templates 3, 5, 7 and 9 call for a person, and it is good that they do.
What CertuAI measured on clinic and practice WhatsApp
CertuAI measured when patients write on WhatsApp at 17 clinics and practices that answer with CertuAI's AI: 28.2% of messages arrived outside Monday to Friday, 8 a.m. to 6 p.m., almost 3 in 10. If the front desk works those hours, that's the part that waits until someone comes back.
| What was measured | Result |
|---|---|
| Patient messages that arrived outside Monday to Friday, 8am to 6pm | 28,2% |
| Messages that arrived on the weekend | 11,2% |
| Messages that arrived at night on a weekday, 6pm to midnight | 11,7% |
| Conversations that started outside Monday to Friday, 8am to 6pm | 29,9% |
On a phone, drag the table sideways.
Source: CertuAI service base, 17 clinics and practices, 19,259 patient messages on WhatsApp from Jul 30 to Sep 30, 2026, measured on Oct 1, 2026. Business hours are Monday to Friday, 8 a.m. to 6 p.m., in each clinic's time zone. Test accounts, test contacts and imported history are excluded.
Frequently asked questions
How do you ask a patient to pay without sounding rude?
State the visit, the date, the amount and how to pay, and leave a door open: "if you need to, we can talk". No adjectives, no scolding, and in a private conversation.
Can I name the procedure in the payment reminder?
Avoid it. "Your visit on [date]" identifies the account without exposing anything, in case the message shows up on the lock screen.
Can I charge for a no-show?
Only with the rule agreed beforehand, in writing, in the appointment confirmation. Charging for a no-show the patient didn't know about turns into a fight.
How much does CertuAI cost?
The Start plan costs US$ 75 per month, or R$ 9.97 (Brazilian reais) per day, with no long-term contract.
Want the AI to do this on your WhatsApp?
CertuAI is AI automation software for small and medium-sized Brazilian businesses. The AI answers on the clinic's WhatsApp, books on the calendar and records each conversation. The Start plan costs US$ 75 per month, no lock-in contract.
Set up my clinic's AIYou connect the number the clinic already uses.
Just want the booking link? It's free, it's yours forever and doesn't need a card. Create my booking page.
Other clinic questions CertuAI has answered
In short
The appointment payment reminder says, plainly and without scolding, which visit is still open, the amount, the date and how to pay, and ends with an open door for anyone who needs to talk. Send the first one in a private conversation, 1 to 3 days after the due date, and leave the negotiation to a person. Below are 9 templates.
About CertuAI: CertuAI is the AI that answers a small business's WhatsApp, Instagram and Messenger 24/7, with a built-in CRM, and is a Tech Provider on Meta's WhatsApp Business Platform. Paid plans start at US$ 75 a month, with no lock-in. Create my agent