Collections Copilot / Templates
How to follow up on an unpaid invoice
Most freelancers and small agencies chase invoices badly because they have no plan, so they wait too long and then send an angry email. Use a fixed timeline instead.
The timeline
| Day | Action |
|---|---|
| 3 days before due | Optional short reminder with the payment link. |
| Day 1 to 3 overdue | Friendly nudge by email. |
| Day 7 to 14 | Firm reminder by email. State a payment date. |
| Day 14 to 21 | Call. Follow up with an email summarising what was said. |
| Day 30 | Final notice with a deadline and a consequence. |
| After the deadline | Do what you said you would do. |
Step by step
- Check the basics first. Was the invoice sent to the right person, at the right address, with the correct amount and a clear due date? A surprising number of late invoices were never received.
- Send the friendly nudge. Same email thread as the original invoice. Re-attach it and include the payment link.
- Send the firm reminder. Include the amount, days overdue, and a specific payment date.
- Pick up the phone. Ask what is blocking payment. Often it is an approval, a missing PO number, or a vendor-setup form. Fix that and you get paid.
- Put it in writing. After any call, email: "As discussed, I'll expect payment by [date]."
- Send the final notice. State the deadline and the consequence.
- Follow through. Pause work, apply the late fee your contract allows, or escalate. Idle threats train clients to ignore you.
Ready-made wording for steps 2, 3 and 6 is on the overdue invoice email templates page.
Common reasons invoices go unpaid
- It went to the wrong person. Ask who handles accounts payable and send it to them directly.
- It is stuck in approval. Ask who has to approve it and when.
- Missing information. A PO number, tax form or vendor registration. Ask what they need.
- Cash flow. Offer a short payment plan in writing rather than waiting in silence.
- A dispute. Ask them to state it in writing, resolve it, and re-issue if needed.
Before you escalate
Check your contract for late fees, payment terms and what it says about stopping work. Rules on collections and small claims differ by country and state, so look up your local rules or ask a professional before taking formal steps.
This is general guidance, not legal advice.
Questions
How long should I wait before following up on an unpaid invoice?
Send the first reminder one to three days after the due date. Waiting longer lets the invoice slide down the client's priority list.
Should I stop work if an invoice is unpaid?
If your contract allows it, pausing work after a final notice is the most effective lever you have. Only state it if you will do it.
What should I do if the client ignores every email?
Call, then send a final notice with a date. After that, follow through on what the notice says and check your local options for formal collection.
Skip the copy and paste
Collections Copilot reads the Gmail thread you have open and drafts the right follow-up for you. Invoice number, amount and due date filled in. You review and hit send.
Add to Chrome, free 3 drafts a month free