Getting Paid
How to Follow Up on an Unpaid Invoice — Scripts + Tips
In This Article
Late payments are one of the most stressful parts of running a freelance business. The good news: most unpaid invoices aren't the result of bad-faith clients — they're the result of the invoice getting lost, landing in the wrong inbox, or sitting in an AP queue. A clear, confident follow-up sequence resolves most of them without drama.
Why Invoices Go Unpaid
- Genuinely overlooked. Inboxes are noisy. Your invoice got buried. This is the most common reason by far.
- Wrong billing contact. Your main contact forwarded it to AP, but it got lost in the handoff.
- Missing information. No PO number, wrong entity name, or missing tax ID stopped the AP process.
- Client cash flow issues. They're delaying payment while managing their own cash flow.
- Genuine dispute. They have a question about a line item and don't know how to raise it.
- Bad faith. Rare, but it happens. This is what escalation is for.
The Follow-Up Timeline
1
Day 0
Send the Invoice
Clear subject line, PDF attached, explicit due date. Confirm the right billing contact before sending.
2
Day +1 after due date
First Reminder — Friendly
Assume it was an oversight. Short, professional, no accusation. Include the invoice as an attachment again.
3
Day +7
Second Reminder — More Direct
Ask specifically for a payment timeline. Slightly more direct tone. Still professional.
4
Day +14
Phone Call + Email
Pick up the phone. A 2-minute call resolves more than weeks of email chains. Follow up in writing.
5
Day +30
Formal Demand + Escalation Options
Formal written demand, mention of late fees, and consideration of collections or small claims.
Email Scripts for Every Stage
First Reminder (Day +1)
Email Template — First Reminder
Subject: Invoice #INV-0047 — Friendly Reminder
Hi [Name],I hope you're doing well. I wanted to send a quick reminder that Invoice #INV-0047 for $[amount] was due on [date]. I've re-attached the invoice for your convenience.
Please let me know if you have any questions or if there's anything I can help clarify. I'm happy to send the invoice to a different contact if needed.
Thank you,
[Your name]
Second Reminder (Day +7)
Email Template — Second Reminder
Subject: Invoice #INV-0047 — Now 7 Days Past Due
Hi [Name],I'm following up again on Invoice #INV-0047 for $[amount], which was due on [date] and is now 7 days past due. I've attached the invoice again for reference.
Could you let me know when I can expect payment, or if there's an issue I can help resolve? I want to make sure this gets sorted quickly for both of us.
Thanks,
[Your name]
Third Contact — Phone + Email Follow-Up (Day +14)
Email Template — After Phone Attempt
Subject: Invoice #INV-0047 — Following Up on Voicemail
Hi [Name],I tried to reach you by phone today regarding Invoice #INV-0047 for $[amount], which is now 14 days past due. I left a voicemail and wanted to follow up in writing as well.
Please contact me at your earliest convenience to arrange payment or discuss any questions about the invoice. I'd like to resolve this without further escalation.
[Your name]
[Phone number]
Formal Demand (Day +30)
Email Template — Formal Demand
Subject: FINAL NOTICE — Invoice #INV-0047 — $[amount] — Action Required
Dear [Name],This is a formal notice that Invoice #INV-0047 for $[amount] remains unpaid as of [current date], 30 days past the due date of [due date].
Per our payment terms, a late fee of 1.5% per month has been accrued. The total balance now due is $[amount + late fee].
If payment is not received within 7 days of this notice, I will be pursuing collection through [small claims court / collections agency / legal counsel].
Sincerely,
[Your full name]
[Business name]
[Contact information]
When and How to Escalate
- Small claims court: For amounts under your jurisdiction's threshold (typically $5,000–$10,000), small claims is faster and cheaper than hiring a lawyer. File a claim, serve the client, and in most cases the client pays before the court date.
- Collections agency: For larger amounts or when you've given up on the client relationship. Collections agencies typically take 25–40% of the recovered amount.
- Report to credit bureaus: Some business credit agencies accept debtor reports. Check your local options.
- Lien (contractors): If you performed work on a property, you may have the right to file a mechanic's lien. Consult a local attorney.
How to Prevent Late Payments Next Time
- Require a 50% deposit before starting work on new clients
- Confirm the billing contact and AP process before you start the project, not after
- Ask for a PO number upfront if the client is a larger company
- State your late fee policy on every invoice
- Send invoices immediately upon project completion — don't let them sit
- Follow up one week before the due date with a "just checking in" reminder
Create Clear, Professional Invoices
Invoices with clear due dates, payment terms, and late fee policies get paid faster. Build yours free.
Create My Invoice →