How to Follow Up When a Client Doesn't Pay

Following up on unpaid invoices is uncomfortable. You don't want to seem pushy, but you also need to get paid.

This guide gives you scripts, strategies, and steps for following up professionally — without damaging client relationships.

📖 Part of our invoicing guide series: Following up is part of Step 5 (Tracking) in the invoicing process. For the complete guide, see How to Invoice as a Designer or Creator or Simple Invoicing for Creatives.

When to Follow Up

Standard Timeline

First follow-up: 3-5 days after due date

Second follow-up: 7-10 days after due date (if no response)

Third follow-up: 14 days after due date (if still no response)

Final follow-up: 30 days after due date (before considering legal action)

Don't wait too long. The longer you wait, the harder it gets.

The 4-Step Follow-Up Process

Step 1: Friendly Reminder (3-5 days after due date)

Tone: Friendly, assume it's an oversight

Goal: Remind client, give benefit of doubt

Script:

Subject: Friendly Reminder — Invoice #INV-2026-0001

Hi [Client Name],

Just wanted to follow up on invoice #INV-2026-0001 for [project description], which was due on [due date].

I know you're busy, so this might have slipped through the cracks. The total is $[amount], and you can pay via [payment link] or [alternative method].

Let me know if you have any questions!

Thanks,
[Your Name]

Why it works: Friendly, assumes oversight, makes payment easy.

Step 2: Polite Follow-Up (7-10 days after due date)

Tone: Still friendly, but more direct

Goal: Get response, understand situation

Script:

Subject: Following Up — Invoice #INV-2026-0001

Hi [Client Name],

I wanted to follow up again on invoice #INV-2026-0001 for [project description], which was due on [due date]. The total is $[amount].

I haven't received payment yet, so I wanted to check in. Is there anything I can help with, or is there an issue with the invoice?

You can pay via [payment link] or [alternative method]. If you need to discuss payment terms, let me know.

Thanks,
[Your Name]

Why it works: Direct but still professional, offers to help, opens dialogue.

Step 3: Firm Follow-Up (14 days after due date)

Tone: Professional, firm, clear expectations

Goal: Get payment or payment plan

Script:

Subject: Payment Overdue — Invoice #INV-2026-0001

Hi [Client Name],

Invoice #INV-2026-0001 for [project description] is now [X] days overdue. The total is $[amount], and it was due on [due date].

I need to receive payment by [new deadline, e.g., 7 days from now] to avoid late fees. As per our payment terms, late payments are subject to [late fee policy].

You can pay via [payment link] or [alternative method]. If you're experiencing financial difficulties, please let me know so we can discuss a payment plan.

I'd like to resolve this quickly and amicably. Please let me know your plan for payment.

Thanks,
[Your Name]

Why it works: Firm but professional, sets deadline, mentions late fees, offers payment plan option.

Step 4: Final Notice (30 days after due date)

Tone: Professional, serious, last chance

Goal: Get payment or escalate

Script:

Subject: Final Notice — Invoice #INV-2026-0001

Hi [Client Name],

Invoice #INV-2026-0001 for [project description] is now [X] days overdue. The total is $[amount], and it was due on [due date].

This is my final attempt to resolve this before considering other options. I need payment by [deadline, e.g., 7 days from now].

You can pay via [payment link] or [alternative method]. If I don't receive payment by [deadline], I'll need to [escalate action, e.g., pause work, seek collection, etc.].

I hope we can resolve this quickly. Please contact me immediately to discuss payment.

Thanks,
[Your Name]

Why it works: Serious but professional, sets clear deadline, mentions consequences, last chance.

Follow-Up Best Practices

1. Be Professional

Always:

Use professional language
Stay calm and respectful
Focus on facts
Be clear about expectations

Never:

Get emotional or angry
Use aggressive language
Make threats (unless legal)
Burn bridges unnecessarily

Professional communication protects relationships.

2. Make Payment Easy

Always include:

Payment link (if using card payments)
Alternative payment methods
Clear instructions

The easier it is to pay, the faster you get paid.

3. Give Benefit of Doubt (Initially)

First follow-up:

Assume it's an oversight
Be friendly and helpful
Make it easy to pay

Most late payments are just forgotten. A friendly reminder usually works.

4. Escalate Gradually

Don't jump to threats:

Start friendly
Get more direct
Then firm
Finally serious

Gradual escalation gives client chance to pay.

5. Document Everything

Keep records of:

Invoice sent date
Due date
Follow-up dates
Client responses
Payment dates

Documentation helps if you need to escalate.

Handling Client Responses

"I forgot, I'll pay now"

Response:

Thanks for getting back to me! I appreciate it. Let me know once payment is sent, and I'll confirm receipt.

Action: Wait for payment, confirm when received.

"I'm having cash flow issues"

Response:

I understand. Let's work out a payment plan. Would [payment plan, e.g., 50% now, 50% in 2 weeks] work for you?

Action: Offer payment plan, get agreement in writing.

"I'm not happy with the work"

Response:

I'm sorry to hear that. Let's discuss what you're not happy with and see how we can resolve it. Can we schedule a call this week?

Action: Address concerns, try to resolve, then discuss payment.

"The invoice is wrong"

Response:

Thanks for letting me know. What specifically is wrong? I'll fix it and send a corrected invoice right away.

Action: Fix invoice, send corrected version, reset timeline.

No Response

If no response after 2-3 follow-ups:

Try different contact method (phone, different email)
Consider pausing work (if ongoing project)
Consider collection agency (if large amount)
Consider legal action (if significant amount)

Action: Escalate based on amount and relationship.

When to Escalate

Consider Escalating If:

No response after 3+ follow-ups
Client is avoiding you
Amount is significant ($1,000+)
Client has history of non-payment
You've given multiple chances

Escalation Options:

Pause work (if ongoing project)
Collection agency (for significant amounts)
Legal action (for large amounts, last resort)
Small claims court (for smaller amounts)

Only escalate if necessary. Most clients pay after follow-ups.

Preventing Late Payments

1. Clear Payment Terms

Set expectations upfront:

Due date
Payment methods
Late fee policy
Payment link

Clear terms prevent confusion.

2. Send Invoices Promptly

Don't wait:

Send immediately after completing work
Don't wait weeks or months

Prompt invoicing = faster payment.

3. Make Payment Easy

Include:

Payment link (card payments)
Clear instructions
Multiple payment methods

Easy payment = faster payment.

4. Charge Deposits

For larger projects:

30-50% deposit upfront
Protects you from non-payment
Reduces risk

Deposits prevent problems.

5. Follow Up Early

Don't wait:

Follow up 3-5 days after due date
Don't wait weeks

Early follow-up = faster resolution.

FAQs

How many times should I follow up?

Standard:

First: 3-5 days after due date
Second: 7-10 days after due date
Third: 14 days after due date
Final: 30 days after due date

Adjust based on client relationship and amount.

What if client says they'll pay but doesn't?

Set deadline:

"I need payment by [date]"
Follow up if deadline passes
Escalate if no payment after deadline

Don't let it drag on indefinitely.

Should I charge late fees?

Yes, if specified in payment terms:

Include in original invoice
Apply after reasonable grace period
Be consistent

Late fees encourage timely payment.

What if client disputes the invoice?

Address concerns:

Listen to their issues
Try to resolve
Adjust invoice if needed
Then discuss payment

Resolve disputes before demanding payment.

When should I consider legal action?

Only if:

Amount is significant ($1,000+)
Multiple follow-ups with no response
Client is clearly avoiding payment
You've exhausted other options

Legal action is last resort.

FAQs

When should I follow up on a late payment?

Timeline:

3-5 days after due date: First friendly reminder
7-10 days after due date: Second reminder (firmer tone)
14+ days: Final notice, consider late fees

Most late payments are just forgotten — a reminder usually works.

How should I word a late payment reminder?

Be professional and friendly:

Reference the invoice number and amount
Assume it was forgotten
Include payment link
Set new deadline

Example: "Hi [Client], Just checking in on invoice #123 for $2,400. Payment was due on [date]. Here's the payment link: [link]. Thanks!"

Should I charge late fees?

Yes, if specified in terms:

Include late fee policy in original payment terms
Apply consistently (don't pick and choose)
Reasonable amount (1-2% per month is standard)

Late fees encourage timely payment and compensate for delayed cash flow.

What if client disputes the invoice?

Address concerns first:

Listen to their issues
Try to resolve the dispute
Adjust invoice if needed
Then discuss payment

Resolve disputes before demanding payment — maintains relationship.

How many times should I follow up?

Typical:

First reminder: 3-5 days after due
Second reminder: 7-10 days after due
Final notice: 14+ days after due

After 3-4 attempts: Consider if client is avoiding payment.

When should I consider legal action?

Only if:

Amount is significant ($1,000+)
Multiple follow-ups with no response
Client is clearly avoiding payment
You've exhausted other options

Legal action is last resort — expensive and time-consuming.

How can I prevent late payments?

Best practices:

Clear payment terms upfront
Send invoices promptly
Include payment links
Set reasonable due dates
Follow up early

Prevention is easier than chasing payments.

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