Overdue Invoice

Check the invoice first

Before chasing payment, confirm the due date, amount, client contact, and whether a PO or approval was required. Many overdue invoices are stuck in AP because of a missing field, not because the client refuses to pay.

• Confirm due date and amount
• Check PO requirements
• Verify client contact and inbox

Send a polite reminder

Reference invoice number, amount, original due date, and days overdue. Ask if anything is blocking payment and offer to resend documentation or split payment if appropriate.

• Invoice number and balance
• Days overdue
• Offer to fix blockers

Escalate gradually

If reminders fail, escalate tone, involve the project sponsor, or pause new work per your contract. Document each follow-up. Late fees should only be mentioned if they were agreed upfront.

• Pause new work if contract allows
• Involve project sponsor if needed
• Only cite late fees if pre-agreed

Triage the cause before escalating

Ask a small set of concrete questions: Did accounts payable receive the file? Does the invoice name the correct legal entity? Is a PO, vendor form, tax form, or approval missing?

Was the due date calculated from the date sent or the date accepted? Has the client disputed a line item? The answer determines the next action.

Resending an identical PDF will not solve a missing PO, while threatening collections will not help when the payment was sent with an unmatched bank reference.

Keep a useful collection record

Maintain one timeline with the invoice, delivery email, acknowledgements, promised payment dates, and any revised documents. ” If a phone call produces a commitment, confirm it in a short email.

A clean record helps a project sponsor intervene, supports a payment-plan discussion, and gives an adviser context if the balance eventually needs formal collection.