Guide · getting paid
How to chase unpaid invoices (without wrecking the relationship)
To chase an unpaid invoice, confirm it's overdue, then follow up on a schedule: a polite reminder on the due date with the invoice attached and a payment link, a firmer note about a week later, a phone call or new channel around two weeks, and a final written notice if it stays unpaid. Keep every message professional and make paying effortless.
The follow-up sequence
Most late payments are friction and forgetting, not bad clients. A steady, polite cadence fixes both.
Before the due date: send a gentle heads-up
A few days before payment is due, send a short, friendly note confirming the invoice is coming up. Attach the invoice again and include a payment link so it's effortless to pay early. This one message prevents most 'I forgot' late payments.
On the due date: a polite reminder
If it hasn't been paid by the due date, send a courteous reminder the same day. Reference the invoice number and amount, restate the due date, and repeat how to pay. Keep it warm — assume the best.
About a week overdue: a firmer follow-up
Around 7 days past due, follow up again — still professional, but clearer. Confirm you haven't received payment, ask them to confirm a date they will pay, and offer to resend the invoice or answer any query holding it up.
Two weeks overdue: escalate the channel
If email isn't landing after ~14 days, switch channels — a brief phone call or a message to a different contact in accounts payable. People respond faster when the follow-up moves off a crowded inbox.
Well overdue: a final notice
For an invoice that's well past due, send a final written notice that states the outstanding amount, the original due date, and a firm deadline to resolve it directly — before you consider further steps. Stay factual and courteous; you keep the relationship while asking to be paid.
What every reminder should include
Copy-paste reminder templates
Swap the [bracketed] details for yours. Start friendly; only escalate the tone if it stays unpaid.
1 · Friendly reminder (on the due date)
Subject: Invoice [#1024] — friendly reminder Hi [Client name], I hope you're well. This is a quick reminder that invoice [#1024] for [$500.00], issued on [1 Jul] and due on [15 Jul], is now outstanding. You can pay online here: [payment link]. If you've already sent payment, thank you — please ignore this note. And if there's anything holding it up, just let me know and I'll sort it out. Thanks so much, [Your name] · [Your business]
2 · Firm follow-up (about a week overdue)
Subject: Invoice [#1024] now overdue — please confirm payment date Hi [Client name], Following up on invoice [#1024] for [$500.00], which was due on [15 Jul] and is now [8] days overdue. I haven't yet received payment. Could you let me know when I can expect it, or pay online here: [payment link]? If there's a query on the invoice, I'm happy to resend it or clarify anything. Thank you, [Your name] · [Your business]
Want a final-notice version and different tones generated for you? Use the free payment reminder generator — it builds a friendly, firm, or final-notice email from your invoice details, entirely in your browser.
Or stop chasing by hand entirely
The reliable way to get paid faster is to remove the friction and the forgetting. BillCrop attaches an online payment link to every invoice so clients pay in one click, and sends automatic reminders on overdue invoices so the follow-up runs itself.
- ✓ Online payment links on every invoice — Stripe, PayPal, Razorpay, Paystack
- ✓ Automatic reminders on overdue invoices — no more sending each email by hand
- ✓ On Business and Pro plans, the assistant can draft a reminder for a specific invoice for you to approve
Frequently asked questions
How do I chase an unpaid invoice politely?
Lead with a polite greeting, reference the invoice number and amount, restate the due date, and make paying effortless with an attached invoice and a payment link. Assume good faith on the first reminder and escalate the tone gradually only if it stays unpaid.
How long can you chase an unpaid invoice?
In most places you can legally pursue an unpaid commercial invoice for years — often around six years, but check the limitation period where you and your client are based. Practically, though, the sooner and more consistently you follow up, the more likely you are to be paid, so start the moment it's overdue.
What is a good follow-up schedule for overdue invoices?
A reliable cadence: a heads-up a few days before the due date, a polite reminder on the due date, a firmer follow-up around a week overdue, a phone call or new channel around two weeks, and a final written notice when it's well overdue.
What should a payment reminder email include?
Your business name and the invoice number in the subject line, the amount owed and the due date in the body, the invoice re-attached, and a clear way to pay (ideally an online payment link). Give the client one obvious next action.
How can I stop chasing invoices manually?
Attach an online payment link to every invoice so clients can pay on the spot, and automate the reminders. BillCrop puts a pay link on each invoice and sends automatic reminders on overdue ones, so the follow-up runs without you writing each email.
Related: payment reminder generator · stop chasing overdue invoices · payment tracking & follow-up · invoicing & quotations
Get paid without the awkward follow-ups
Attach a pay link, let reminders run, and let the assistant draft the chase for you to approve. Start your 14-day trial.
150 one-time trial credits · Multi-currency · Cancel anytime · Sign in