Cash flow
How to chase late invoice payments (scripts + tactics)
Chasing an overdue invoice is uncomfortable — but it doesn't have to be. Most late payments aren't deliberate. They're invoices that got buried in an inbox, sent to the wrong person, or simply forgotten. A professional follow-up process gets you paid without burning the relationship.
Before the due date: one reminder
Send a short, friendly reminder 3 days before the invoice is due. This alone resolves a surprising number of late payments before they happen.
Hi [Name], just a quick note that invoice #1042 for $[amount] is due on [date]. I've attached a copy for your convenience. Let me know if you have any questions. Thanks, [Your name]
Day 1 overdue: the nudge
Send a short follow-up the day after the due date. Keep the tone warm — it's probably an oversight.
Hi [Name], just following up on invoice #1042 for $[amount], which was due yesterday. Could you let me know when we can expect payment? Happy to answer any questions. [Your name]
Day 7 overdue: firmer follow-up
After a week, be clear that this is now overdue. Mention your late fee clause if one exists in your contract.
Hi [Name], I'm writing again about invoice #1042 for $[amount], now 7 days overdue. Please process payment by [date + 3 days]. As noted in our agreement, late payments may incur a 1.5% monthly charge. [Your name]
Day 14 overdue: the phone call
Call the client directly. A phone call often resolves what emails can't. If you reach accounts payable, ask for a reference number and a payment date. If you can't reach anyone, leave a voicemail referencing the invoice number and amount.
Day 30 overdue: formal notice
Send a formal letter of demand by email (and optionally post). State the amount owing, the original due date, and a final deadline — typically 7–14 days — before you take further action.
Beyond 30 days: escalation options
- Debt collection agency — typically takes 20–30% of the recovered amount. Worthwhile for larger sums.
- Small claims tribunal — for amounts under your state/territory threshold, usually fast and cheap.
- Stop future work — make it your policy not to continue working with clients who have unpaid invoices.
Prevention is easier than cure
- Take a 30–50% deposit upfront on new or large projects.
- Use Net 14 instead of Net 30 as your default terms.
- Include payment instructions on the invoice itself, not buried in an email.
- Make the due date a specific date, not a relative term.
FoxIn tracks invoice status so you can see overdue invoices at a glance and follow up without losing track. See 10 ways to get paid faster.