How do freelancers follow up on unpaid invoices?
By StackLoom, makers of ChaseKit ·
Check the invoice details, send a friendly reminder on or just after the due date, follow up at regular intervals with clearer wording, and finish with a final notice that points to your agreed payment terms. Keep every message polite, specific and easy to act on.
What are the steps to follow up on an unpaid invoice?
Work through these in order and stop as soon as the client pays:
- 1Confirm the basics: invoice number, amount, due date and the payment terms you agreed.
- 2Check that the client actually received the invoice and knows how to pay it.
- 3Send a friendly reminder on the due date or the day after.
- 4If there is no reply, follow up again with the invoice attached and a specific request, such as a payment date.
- 5Send a firmer message that references your payment terms and any late-payment terms in your agreement.
- 6Send a final notice stating what happens next, and record every message in your tracker.
When should you send an overdue invoice reminder?
There is no universal rule, and your contract's payment terms come first. A common approach is a reminder on or shortly after the due date, a second message about a week later, and a final notice after that. Use this as a starting point and adjust it to your terms:
- Due date or day after: friendly reminder.
- About 7 days overdue: second follow-up with the invoice attached.
- About 14 days overdue: firmer message referencing your terms.
- After that: final notice and your next step.
What if a client still does not pay?
Review your agreement for late-fee, pause-work or termination terms, and apply only what you actually agreed. For formal collection or legal action, speak to a qualified professional. A clear written record of your reminders makes any next step easier.
ChaseKit's tracker and Late Payment Notice template are built for keeping that record and wording the final message. They are not legal advice.