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How to chase an overdue invoice

Chasing money is the part nobody enjoys. Here is how to do it professionally and effectively.

Chasing invoices is the part of running a business nobody enjoys. But most late payments aren't malicious — invoices get lost, accounts teams get busy, and people assume someone else dealt with it. A prompt, specific follow-up resolves the majority of overdue invoices before they become a problem.

1

Check your records before you chase

Before writing anything, confirm:

  • The invoice was actually sent (not still sitting as a draft)
  • You have the right email address for the billing contact
  • The due date has genuinely passed
  • The payment hasn't arrived under a slightly different reference

There is nothing more damaging to a client relationship than chasing an invoice that's already been paid.

2

Day 1 after due date: friendly reminder

Send a brief, warm message. Assume good intent — this is admin, not a confrontation. Attach a fresh copy of the invoice PDF.

Subject: Invoice INV-0042 — quick note

Hi [Name],

Just a quick note — invoice INV-0042 for £850 was due yesterday. Please let me know if there are any questions or if you'd like me to resend anything.

Thanks,
[Your name]
3

Day 7: firmer follow-up

Still polite, but clearer. Ask for a specific payment date. This moves the conversation from passive to active.

Subject: Invoice INV-0042 — one week overdue

Hi [Name],

Following up on my message from [date]. Invoice INV-0042 for £850 is now a week overdue. Could you let me know when I can expect payment, or flag if there's anything blocking it on your end?

Thanks,
[Your name]
4

Day 14: formal notice

The tone shifts. You're informing them of next steps, not asking. Reference your late payment rights if relevant in your country.

Subject: Invoice INV-0042 — formal notice

Dear [Name],

Invoice INV-0042 for £850 remains unpaid and is now 14 days overdue. I'm writing to give formal notice that if payment is not received by [date 7 days from now], I will consider further steps to recover the balance.

[Your name]
Late-payment rights vary by country. UK businesses can claim statutory interest under the Late Payment of Commercial Debts Act. Australian, Canadian, and US businesses should refer to their contract terms and local rules. Check the relevant authority before citing specific legislation.
5

Day 21+: escalate if needed

If you've reached this point without a response, you have options:

  • Small claims court — accessible in most countries for smaller debts, usually without a solicitor or lawyer
  • A debt collection agency — they take a percentage but handle the process for you
  • A solicitor's or lawyer's letter — often resolves the issue without going to court

In practice, most invoices are settled long before this point. The Day 7 follow-up resolves the vast majority.

6

Keep the record clean throughout

Every follow-up message is part of your paper trail. Keep them. If you reach the point of a formal dispute, a clear chronological record of communication — including invoice sent, reminders sent, and responses received — is your strongest asset.

When payment eventually arrives, open the invoice in Invoicetastic and click Record payment. Keep your invoice list accurate so you never chase something that's already been paid.

Follow up from clean records.

Know the invoice number, the amount, the due date, and the client contact before you write a word. Specificity gets invoices paid faster than any script.

Invoicetastic Learn is general information only. It is not legal, tax, accounting, or financial advice, and Invoicetastic is not liable for decisions made from this content. Always check current rules with the relevant authority or a qualified professional.