How to Chase Overdue Invoices Professionally

A step-by-step guide to following up on late payments and getting paid faster, without damaging client relationships.

The 6-Step Payment Follow-Up Process

Step 1: Wait 1-3 Days After Due Date

Don't panic immediately. Many clients simply forget or have internal processing delays.

Action to Take:

Send a friendly, no-pressure reminder email mentioning the invoice is now due.

Step 2: Send First Polite Reminder (Days 1-3)

Your first reminder should be warm and assume good intent. Most invoices get paid after this first nudge.

Action to Take:

Use subject line: "Friendly reminder: Invoice #[NUMBER]" Keep it brief and include payment details again.

Step 3: Follow Up Professionally (Days 5-7)

If no response, send a more direct but still courteous follow-up.

Action to Take:

State the invoice is overdue and request payment promptly. Offer to clarify any questions.

Step 4: Make a Phone Call (Days 10-14)

Email not working? Pick up the phone. A personal conversation can resolve payment blocks quickly.

Action to Take:

Call during business hours. Be friendly but firm. Ask if there are any issues preventing payment and when you can expect it.

Step 5: Send Firm Reminder (Days 14-21)

Time to escalate the tone. Invoice is seriously overdue and you need immediate action.

Action to Take:

Use subject like: "Urgent: Payment required for invoice #[NUMBER]" Mention potential consequences.

Step 6: Final Notice & Escalation (Day 21+)

Last chance before taking formal action. Be clear about next steps.

Action to Take:

Mention late fees, collection agency, or small claims court. Give 7-day deadline for payment.

The right subject line can significantly impact open rates. Here's what to use at each stage:

Days Overdue	Subject Line	Tone
1-3	Friendly reminder: Invoice #[NUMBER] payment	Polite
5-7	Following up: Invoice #[NUMBER] now overdue	Professional
10-14	Payment reminder: Invoice #[NUMBER] - [X] days overdue	Direct
14-21	Urgent: Invoice #[NUMBER] requires immediate payment	Firm
21+	Final notice: Invoice #[NUMBER] - Action required	Formal

Followio automatically sends payment reminders at exactly the right time. Set your schedule once and let the system handle the follow-ups.

Keep Detailed Records

Document every email, call, and interaction. You may need this if you pursue legal action.

Stay Professional Always

Even when frustrated, maintain professionalism. Burning bridges hurts your reputation.

Offer Payment Plans

If a client is struggling, offering installments is better than getting nothing.

Include Late Fees in Future Contracts

Add a clause about 1.5-2% monthly late fees in your contracts and invoices.

Know When to Write It Off

Sometimes chasing costs more than the invoice. Know when to cut your losses for tax purposes.

Automate Follow-Ups

Use tools like Followio to automatically send reminders on schedule so you don't forget.

When to Take Legal Action

If a client refuses to pay after 30-60 days and multiple reminders, you have several options:

1
Small Claims Court
For amounts under $5,000-$10,000 (varies by state). No lawyer needed, relatively quick process.
2
Collection Agency
They typically take 25-50% of recovered amount. Good for larger debts or multiple unpaid invoices.
3
Write It Off
Sometimes it's not worth the time and stress. Document as bad debt for tax deduction purposes.