How to chase an unpaid invoice without burning the client

A simple chase schedule

• Day 1 after due: friendly reminder. Assume it slipped.
• Day 7: follow-up asking for a payment date.
• Day 14: firmer note, copy accounts if needed, offer a quick call.
• Day 30: final notice with a deadline and the one next step you'll take.

Putting these in your calendar on the day you send the invoice is the single biggest fix. Chasing stops feeling personal when it's just the process.

Rules that protect the relationship

• Be specific, not emotional. Amount, invoice number, days late. Facts don't start arguments.
• Make paying easy. Attach the invoice and a payment link every time.
• Ask for a date, not an explanation. "When will this be paid?" is easier to answer than "Why hasn't this been paid?"
• Offer a way out. If something on the invoice is wrong, invite them to say so.
• Escalate one step at a time. Never jump from silence to threats.

Step 1: the friendly nudge

Hi [Client name],

Just a friendly reminder that invoice [number] for [amount] was due yesterday. I've attached it here for convenience.

Thanks again for the work together — let me know if you need anything from me.

[Your name]

Step 2: asking for a date

Hi [Client name],

Following up on invoice [number] for [amount], now [X] days past due.

Could you let me know the date it will be paid? If there's a problem with the invoice or a PO number I need to add, I'm happy to sort it today.

Thanks,
[Your name]

Step 3: offering a call

Hi [Client name],

I still haven't received payment for invoice [number] ([amount], [X] days overdue), and I'd like to get it resolved without more back and forth.

Would a five-minute call this week help? Otherwise, please send payment or a firm date by [date].

Best,
[Your name]

If it still isn't paid

At 30 days, send a clear final notice for an unpaid invoice. It's also reasonable to pause new work until the balance is settled — say so calmly, once. For lighter first steps, see the payment reminder email and how to politely ask for payment.