Chasing money feels awkward, so many people put it off. A calm routine makes it easier and keeps both sides on good terms. Most late payers are not avoiding you; they have lost the invoice, are waiting for an approval or simply forgot.
Check your own paperwork first
Before you write, confirm that the invoice went to the right person, that it carries the right number and amount, and that it was sent. Look at any purchase order the client uses. A surprising number of 'late' invoices were never received.
Step one: a friendly nudge
A day or two after the due date, send a short message: 'Just checking that invoice 042 reached you, due on 12 April. Please let me know if you need anything from me'. Attach it again. Keep it light. Often this is all it takes.
Step two: a clear follow-up
If a week passes, write again, more firmly. State the invoice number, the amount, the date it was due, and ask for a date by which you will be paid. Offer help if there is a problem, such as a question about the invoice.
Step three: a formal reminder
After two or three weeks, send a formal reminder that mentions any late fee or interest you are entitled to, and a final date. Our Payment Reminder Templates provide ready wording for each stage, so you do not have to write them from scratch.
Phone or visit when it matters
For larger sums, a phone call can solve in five minutes what emails could not in three weeks. Be polite, ask what is holding things up and agree what will happen next. Follow with an email that records what was agreed.
Know your options
If a client still refuses to pay, options include a formal letter before action, a collections service or a small-claims process, depending on your country. These cost time and sometimes money, and the rules vary, so seek advice for larger amounts. Keeping a clear record of the agreement, the invoice and your reminders puts you in the best position.
Tools for this guide
More tips
- What to Put on an Invoice: A Checklist
- Ten Ways to Get Paid Faster as a Freelancer or Small Business
- Invoice Numbers: How to Number Your Invoices Sensibly
- Quote, Estimate, Pro Forma, Invoice: What Is the Difference?
- Payment Terms Explained: Net 30, Due on Receipt and Everything Between
- Credit Notes: When to Use One and How to Write It
- Purchase Orders Explained for Small Businesses
- VAT, GST and Sales Tax on Invoices: The Basics
- Hourly, Day Rate or Fixed Price: How to Price Freelance Work
- Keeping Invoice and Receipt Records: What to Keep and for How Long
- Invoicing Clients in Other Countries and Currencies
- Tracking Billable Time So You Never Under-Bill Again
- Your First Invoice: A Calm Guide for New Freelancers
- All tips and guides
These guides are general information to help you get paid and stay organised. They are not legal or tax advice. Rules differ by country and change over time, so check with your tax authority or an adviser.