Week one after due date
Assume good intent. Send a polite reminder with invoice details and ask if anything is blocking payment. Many delays are internal approval issues, not refusal.
- Invoice checker before chasing
- Email read receipts optional
- Log dates and responses
Week two to three
Escalate to the project sponsor or finance contact. Summarize prior messages, confirm the outstanding balance, and propose a concrete payment date.
- Day 1 overdue: polite
- Day 7: firm
- Day 14+: sponsor involvement
When to pause work or write off
Follow your contract. Pause new deliverables if non-payment breaches terms. If collection costs exceed the balance, document the bad debt for your records and move on.
- Contract pause clauses
- Collections as last resort
- Preserve relationship when possible
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Requirements vary by country and business type. This guide explains common billing workflows and is not tax, legal, or accounting advice.