When to send it
Start the day after the due date. Step 1 (check the invoice reached the right person) takes five minutes and solves a surprising number of cases.
The full template
Template
- Subject
- Invoice [INVOICE #]: who handles payment on your side?
Hi [CLIENT NAME], Invoice [INVOICE #] for [AMOUNT] was due on [DUE DATE] and hasn't been paid yet. Before I follow up further, I want to make sure it reached the right place. Who handles supplier payments on your side, and do they need anything from me (PO number, tax form, a different format)? Payment details, for reference: [BANK DETAILS / PAYMENT LINK], reference [INVOICE #]. Thanks, [YOUR NAME]
Variant: The full escalation plan
The full escalation plan
- Subject
- Steps (not an email)
1. Day 1: confirm the invoice reached the payer (this email). 2. Day 3: friendly reminder with payment details. 3. Day 7: ask for a payment date in writing. 4. Day 14: apply the late fee in your contract and pause new work. 5. Day 30: final notice with a fixed deadline and next step. 6. After the deadline: collections agency, small claims, or write it off, depending on the amount and cost.
Mistakes to avoid
- Continuing to deliver new work while the old invoice is unpaid.
- Arguing in a long email thread. Move to a call, then confirm by email.
- Escalating to a lawyer for an amount smaller than the legal cost.
- Posting about the client publicly. It can expose you to defamation claims and rarely gets you paid.
FAQ
What can I do if a client doesn't pay an invoice?
Follow up on a fixed schedule, apply your contract terms (late fee, pausing work), send a final notice, and then use a collections agency or small claims court if the amount justifies it.
How long should I wait before taking action?
Begin reminders on day 1 to 3. Consider formal action after a final notice deadline, typically around 30 to 45 days past due.
Can I keep the work if the client doesn't pay?
It depends on your contract. Many freelance contracts transfer ownership only on full payment; check yours.