How to politely chase an unpaid invoice

Check these 3 things before you chase

Many "late" invoices are really lost invoices. Before you send a reminder, check:

1. Did it reach the right person? In bigger companies, invoices often need to go to accounts payable, not your day-to-day contact. Ask who handles payment.
2. Is everything on it? Invoice number, date, due date, what the work was, the total, and how to pay. A missing purchase order (PO) number is a common reason a finance team holds an invoice.
3. Is it actually due? Check the payment terms you agreed (for example "due on receipt" or "Net 30"). Chasing before the due date reads as pushy.

A simple chasing timeline

This is a common, polite rhythm. Each step is a little firmer than the last. Shorten it for small, regular clients; stretch it a little for large companies with slow payment runs.

Keep every message short. Always include the invoice number, the amount, the original due date, and a link or details to pay. The easier it is to pay right now, the faster you get paid.

What to say: short scripts

Polite does not mean vague. Say what is owed and ask one clear question.

Hi [Name],

Just a quick note that invoice [#] for [amount] was due on [date]. I may have missed your payment, so please ignore this if it's on its way.

You can pay here: [pay link]

Is anything holding it up on your side? Happy to help.

Thanks,
[Your name]

Hi [Name],

Following up on invoice [#] for [amount], which is now 7 days past due (due [date]).

Could you let me know when I can expect payment? Here's the link again: [pay link]

Thanks,
[Your name]

Want more? See all the invoice reminder email templates, including a final notice.

When to pick up the phone

If two emails get no reply, call or send a direct message. A short, calm call often fixes in two minutes what three emails could not. A simple script:

• "Hi [Name], it's [you]. I'm calling about invoice [#] for [amount] from [date]. Did it reach you ok?"
• "Is there anything you need from me to get it paid?"
• "Great. Can I put you down for payment by [specific day]?"

Then send a one-line email confirming the date you agreed. A written promise is easier to follow up on.

If the client still ignores you

Once you have sent a final notice with a clear deadline and it has passed, you have a few options. Pick the one that fits the amount and the relationship:

• Pause work. If you are still doing work for them, it is reasonable to pause until the overdue invoice is paid. Say so plainly and politely.
• Add a late fee or interest, but only if your contract or terms allow it. Rules differ by country. In some places the law lets businesses claim interest on late business-to-business payments (for example the UK's Late Payment of Commercial Debts (Interest) Act).
• Offer a payment plan. Two or three smaller payments beat nothing.
• Send a formal letter of demand, then consider small claims court or a collections agency for larger amounts.

This guide is general information, not legal advice. For large amounts or disputes, check your local rules or ask a professional.

What not to do

• Don't send long, emotional emails. Short and factual gets paid faster.
• Don't threaten anything you won't actually do.
• Don't chase in public (social media, group chats). It rarely helps and can hurt you.
• Don't go quiet for weeks. Gaps tell the client the invoice isn't urgent.
• Don't send reminders at odd hours. A weekday morning in the client's time zone is more likely to be read and acted on.

How to get paid faster next time

• Agree terms up front: when payment is due, how to pay, and what happens if it is late.
• Take a deposit for larger jobs (for example 30 to 50% before you start).
• Invoice right away, the day the work is done.
• Add a pay link (Stripe, PayPal or similar) so the client can pay in one tap, plus bank details if they prefer.
• Use shorter terms, like 7 or 14 days, if your clients allow it.
• Automate the reminders, so chasing happens on time even when you're busy or don't feel like it.

FAQ

• Invoice reminder email templatesCopy-paste emails for before, on and after the due date, with subject lines.
• Invoice Bot vs Stripe invoice remindersAn honest side-by-side, and when each one fits.