First, Check the Basics
Before you chase, make sure the invoice went to the person who pays, has the right purchase order number if they use one, and shows a due date and a way to pay. Many “late” invoices are stuck on one of these.
A Follow-Up Schedule
| When | What |
|---|---|
| 3 days before the due date | A friendly heads-up with the link or PDF |
| On the due date | A short note that it's due today |
| 7 days late | Ask whether anything is holding it up |
| 14 days late | A firmer note, and a phone call |
| 30 days late | Final notice: the late fee, and a pause on new work |
Emails to Copy
Hi Dana, a quick heads-up that invoice 1042 for $2,400 is due this Friday, October 23. You can pay it here: [link]. Thanks!
Hi Dana, invoice 1042 for $2,400 is due today. Here's the link again: [link]. Let me know if you need anything from me.
Hi Dana, invoice 1042 for $2,400 was due last Friday and I don't see a payment yet. Is anything holding it up, or should it go to someone else? [link]
Hi Dana, invoice 1042 for $2,400 is now 14 days past due. Could you let me know when it will be paid? I'll give you a call tomorrow to sort it out. [link]
Hi Dana, invoice 1042 for $2,400 is 30 days past due. As in our agreement, a late fee of 1.5% ($36) now applies, and I'll pause new work until the account is current. Please pay here: [link].
Keep the Tone Steady
- Assume it's an oversight until you learn otherwise.
- Include the invoice number, amount, due date and pay link every time.
- Keep each message short, and reply in the same thread so the history stays together.
- Call when email goes quiet. A two-minute call often finds the real problem.
After 30 Days
Apply the late fee your terms allow (the Late Fee Calculator works it out), pause new work, and offer a payment plan if the client is struggling. For a large balance that stays unpaid, a collections service, small claims court or a lawyer can advise on the options where you are.