How to chase an overdue invoice without losing the client

Before the due date: prevent the chase

The cheapest reminder is the one you never have to send. Before you even invoice:

• Agree payment terms in writing, ideally in your proposal or contract: amount, due date (for example “14 days from invoice”), and that late payments carry statutory interest.
• Send the invoice to the person who pays it, not just your day-to-day contact. Ask who handles accounts payable and whether they need a purchase order number.
• Include a payment link or full bank details. Every extra step between “I should pay this” and paying it costs you days.
• Send a courtesy note a few days before the due date for larger invoices: “Just a heads-up that invoice 1042 is due on Friday.”

The reminder schedule

A good sequence escalates in small, predictable steps. Each message should be short, polite and specific. Here's a schedule that works for most freelancers and small agencies, counted from the due date.

Day 1: the friendly nudge

Assume it was missed, not ignored. Keep it light and make paying effortless.

Day 7: the check-in

Ask a question. A question gets a reply, and the reply tells you what's really going on.

Day 14: firm and clear

Drop the small talk. State the facts and ask for a date.

Day 30: statutory interest notice

If your client is a business in the UK or EU, you're legally entitled to interest and fixed compensation. Mentioning it, with exact figures, is often what moves an invoice to the top of the pile. Present it as information, not a threat.

The figures above assume a 4% base rate plus 8%. Work out your own with the late payment calculator. The rules are explained in our UK and EU guides.

Day 45: letter before action

If there's still no payment or engagement, it's time for a formal letter that sets a final deadline and explains what you'll do next. Read what a letter before action needs before you send one.

Matching tone to the client

The schedule stays the same; the voice changes.

• Long-term, reliable clients: warmer and slower. A phone call or a personal note may beat any template. Consider holding back the interest notice.
• New clients: neutral and precise. They're still learning how you work, so clarity matters more than warmth.
• Repeat late payers: firm from the start, shorter gaps, and mention statutory interest early. Consider asking for a deposit or shorter terms on future work.

Whatever the tone, write like yourself. Clients notice when a reminder suddenly sounds like a debt collector, and that shift does more damage than the reminder itself.

Handling the replies

• “We'll pay on the 28th.” Great. Confirm the date in writing, pause reminders until then, and follow up the day after if it doesn't arrive.
• “We can pay half now.” Accept it, record the partial payment and agree a date for the rest. Interest then runs only on what's left.
• “There's a problem with the work.” Pause and deal with it properly. A genuine dispute needs a conversation, not another reminder.
• Silence. Try a different channel (phone, a different contact, their accounts team) before escalating.

Mistakes that cost you the client (or the money)

• Vague amounts or missing invoice numbers that force the client to go and look things up.
• Threatening action you won't take. Empty threats teach clients to ignore you.
• Copying the whole team, or the client's boss, before you've tried the right contact.
• Adding fees you're not entitled to. Stick to your contract and statutory interest.
• Waiting too long to start. The older a debt, the harder it is to collect.

When to pause or stop work

If an invoice is seriously overdue and you're still doing new work for that client, you're extending them more credit. Check what your contract allows, then tell the client politely that new work will start once the account is up to date. It's often the most effective reminder of all.

PayNudge runs this whole schedule for you. It drafts each reminder in your voice, adjusts tone per client, pauses when a client promises to pay, and adds statutory interest at the right step. You approve every email before it goes out.