Chasing a late payment is uncomfortable for almost everyone, which is exactly why having a planned approach — rather than improvising each time — makes the conversation easier.
First: a friendly reminder (1-3 days after due date)
Assume it was simply missed, not ignored. A short, friendly email referencing the invoice number and due date is usually all it takes at this stage.
Second: a firmer follow-up (7-14 days overdue)
Reference your original payment terms directly and ask for a specific update — has it been processed, is there an issue with the invoice itself, when can you expect payment.
Third: a formal notice (14-30+ days overdue)
State the amount owed, reference any late fee policy from your original invoice or contract, and set a firm new deadline. This is also the point where our Late Fee Calculator is worth using if you disclosed a late fee policy upfront.
Throughout: keep it in writing
Phone calls are fine for a quick check-in, but follow up any verbal conversation with a written summary — it protects you if the situation escalates further, and gives both sides a clear record of what was agreed.
Email templates you can copy
1. Friendly reminder (on or just after the due date)
Subject: Invoice INV-0042 — due 15 May
Hi Sam, a quick reminder that invoice INV-0042 for $1,850 was due on 15 May. I’ve attached it again for convenience. Could you let me know when payment is scheduled? Thanks!
2. Firmer follow-up (7–14 days overdue)
Subject: Overdue: invoice INV-0042 ($1,850)
Hi Sam, invoice INV-0042 is now 10 days overdue. Is there anything holding it up — a missing PO number or approval? If not, please confirm the payment date by Friday. Payment details are on the attached invoice.
3. Final notice (30+ days overdue)
Subject: Final notice — invoice INV-0042
Hi Sam, invoice INV-0042 for $1,850 is now 32 days overdue. As set out in our terms, late interest of 1.5% per month applies from the due date. Please arrange payment of the outstanding balance by 20 June. If we don’t hear back, we’ll need to pause further work and consider other recovery options.
A follow-up timeline
| When | Action |
|---|---|
| 3–5 days before due | Optional courtesy check that the invoice was received and approved |
| Due date | Friendly reminder |
| +7 days | Second reminder; ask if anything is blocking payment |
| +14 days | Phone call to your contact and the accounts team |
| +30 days | Formal final notice with late fees and a deadline; pause new work |
| +45–60 days | Consider a payment plan, collections agency or small-claims court |
Find out why it’s late
Many “late” invoices are stuck rather than ignored. Before escalating, check for the usual culprits: the invoice went to the wrong inbox, a PO number is missing, your supplier details aren’t set up in their system, or the person who approves it is away. A short question — “Is there anything you need from me to process this?” — often solves it in one email.
When reminders don’t work
- Offer a payment plan — partial payments are better than none; confirm the plan in writing.
- Stop work on further projects until the account is current.
- Send a formal letter of demand stating the amount, the basis, and a final deadline.
- Use a collections agency — they usually take a percentage of what they recover.
- Small-claims court — a relatively low-cost option for smaller debts; limits and procedures vary by state and country.
Keep copies of the invoice, contract, emails and reminders — you’ll need them for any of these steps.
Prevent it next time
- Take a deposit from new clients.
- Agree payment terms and late fees in writing before starting.
- Invoice promptly and make paying easy with a payment link.
- Avoid the common mistakes that delay payment.
Phone call script
When emails go unanswered, a short call often resolves things. Keep it friendly and specific:
“Hi, it’s Alex from Northwind Studio. I’m calling about invoice INV-0042 for $1,850, which was due on 15 May. I wanted to check it reached the right person and whether anything is holding it up. … Great — could you confirm the date it’s scheduled for payment? I’ll send a quick email summarising what we discussed.”
Then send the summary email straight away, so you have a written record.
What not to do
- Don’t let it slide for months — the older a debt, the harder it is to collect.
- Don’t send angry or threatening messages; stay factual and professional.
- Don’t add fees you didn’t agree in advance.
- Don’t discuss the debt publicly or with people outside the client’s business.
- Don’t keep doing new work for a client with a large overdue balance.
Frequently asked questions
How soon should I follow up on an unpaid invoice?
Send a friendly reminder on the due date or a day or two after, then follow up again after about a week.
How do I politely ask for payment?
Assume it was an oversight: reference the invoice number, amount and due date, attach the invoice again, and ask when payment is scheduled.
Can I charge interest on an overdue invoice?
If your terms allowed it and local law permits it, yes. Some places also give businesses a statutory right to interest on late B2B payments.
Have a late fee policy ready. Use our Late Fee Calculator to calculate exactly what’s owed.
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