Tired of clients ghosting after sending an invoice? This guide walks you through a simple, respectful follow-up system that actually gets you paid—without feeling awkward or pushy.
You’ll learn how to prevent payment issues from day one, what to say when invoices go overdue, and the exact message I used to recover $1,200 in one month.
Step 1. Set Payment Terms Before You Start
Late payments often start with unclear expectations. A strong contract that outlines due dates and late fees sets the tone early and gives you something to reference later.
“Payment is due within 14 days. A 1.5% late fee applies weekly after that.”
It seems small, but this one line has changed everything for my workflow. Since including it, my clients pay faster—and I follow up with more confidence.
Late Fee Clause 👆
Step 2. Send a Friendly Reminder After the Due Date
Don't wait too long—send a reminder within 1–3 days after the deadline. A simple, friendly nudge solves most delays without drama.
Hi [Client],
Just a quick reminder—invoice #XXXX was due on [Date]. Let me know if it’s being processed or if you need me to resend it. Appreciate it!
This one message cleared 70% of overdue invoices for me—within 48 hours. Most clients simply forgot or missed it.
Reminder Email 👆
Step 3. Mention the Late Fee Politely
If there's still no response after 7–10 days, it’s time to gently refer to your contract. This step builds urgency—without burning bridges.
Hi [Client],
Just checking in—our agreement includes a 1.5% weekly late fee starting this week. If you’re able to settle it by Friday, I’m happy to waive it. Thanks!
After I started using this line, 75% of clients paid by the next business day. It works because it’s professional—but still human.
Set Boundaries 👆
Step 4. Pause the Project with Final Notice
When there’s still no reply after two weeks, it’s time to pause the work—clearly and calmly.
Hi [Client],
Just a heads-up: I’ll need to pause the project until Invoice #XXXX is settled. Once it’s cleared, I can jump back in immediately. Let me know when it's resolved!
This step protects your time and creates real consequences—without conflict.
Pause Notice 👆
Quick Reference: 4-Step Payment Follow-Up
Keep this checklist handy for quick use. No more guessing, no more stress.
Final Thoughts
With this 4-step flow, you're no longer chasing payments—you’re guiding them.
Start with clear terms, follow up with structure, and end with respect for your time.
FAQ
- Can I waive the late fee? Yes—use it as leverage to get paid quickly.
- What if the client ignores everything? Consider ending the project and consulting a collections service if the amount justifies it.
💡 Get Paid Faster Scripts
