Guide
How to chase unpaid invoices without wrecking the relationship
Most owners chase once, feel awkward, and let it slide. The fix is a fixed sequence you run every time: three messages, set days apart, each one slightly firmer than the last. Copy the templates below and swap the bracketed details.
The three-step sequence
Day 1 overdue — friendly nudge
Subject: Invoice #1042 — quick check
Hi [Name], Just flagging invoice #1042 for [$ amount], which was due [date]. It may already be in your payment run — if so, ignore me. If anything is missing on our side (PO number, a copy re-sent, different billing address), tell me and I'll fix it today. Thanks, [Your name]
Text version: Hi [Name] — invoice #1042 for [$ amount] came due [date]. Anything you need from me to get it through? [Your name]
Day 10 overdue — firm reminder with a date
Subject: Invoice #1042 — [$ amount] now 10 days overdue
Hi [Name], Invoice #1042 for [$ amount] is now 10 days past due. Please confirm a payment date by [Friday's date]. If it needs to be split across two payments, I can do that — I just need it in writing. Payment link / details: [link or bank details] Thanks, [Your name]
Text version: Hi [Name] — invoice #1042 ([$ amount]) is 10 days overdue. Can you confirm a payment date by [day]? [Your name]
Day 21 overdue — final notice with consequence
Subject: Final notice — invoice #1042
Hi [Name], Invoice #1042 for [$ amount] is 21 days overdue and I have not had a payment date. Unless payment or a written plan reaches me by [date], I will [pause scheduled work / apply the [X]% late fee stated in our terms / pass this to collections] from [date]. I would much rather close this out directly. A payment today ends it here. [Your name]
Text version: Hi [Name] — final notice on invoice #1042 ([$ amount]). Without payment or a plan by [date] I'll [consequence]. Happy to sort it today.
Six rules that make chasing work
- — Send from the same thread every time, so the whole history is in one place.
- — Always name the invoice number, the amount and the original due date. Vagueness invites delay.
- — Ask for a date, not for payment. A date is easy to say yes to — and easy to hold them to.
- — Never apologise for asking. Neutral and specific reads as professional, not aggressive.
- — Only threaten a consequence you will actually carry out, and only one you stated in your terms.
- — Log every send. If this ever goes to collections or small claims, the paper trail is your case.
Common questions
How long should I wait before chasing an unpaid invoice?
Chase the day after the due date. A short, friendly note on day one sets the expectation that you track payments, and it costs you nothing socially.
How often should I follow up?
Roughly day 1, day 10 and day 21, escalating in tone each time. More often than weekly reads as panic; less often and you get forgotten.
What if they still ignore me?
Pause any scheduled work, apply the late fee in your terms, then send a formal demand letter with a 7-day deadline. After that, collections or small claims court. Do each step in writing.
Should I charge late fees?
Only if the fee is written into the terms the client accepted. State the percentage, the trigger date, and apply it consistently — inconsistent fees are hard to defend.
Or have it written for you
CEO Engine's Revenue Chaser takes the client name, the amount and how late it is, then returns the full three-step sequence in your own voice — emails, text versions and the escalation plan — ready to send. Three free days, card required, nothing charged before day four.