How to chase a client who won't pay
Late payments are every freelancer's nightmare. Yet with the right approach and the right tools, you can recover most of your receivables without burning bridges. Here's a complete guide.
Why late payments are so common
Studies show that over 30% of freelancers have experienced unpaid invoices. The causes vary: client oversight, cash flow issues on their end, invoices lost in email, or sometimes a deliberate attempt to delay payment. The good news? In most cases, a well-crafted follow-up is enough to resolve the situation.
Prevention is better than cure
The best practices for avoiding late payments start BEFORE sending the invoice:
- Always get a detailed quote signed before starting any work
- Request a 30 to 50% deposit upfront for large projects
- Include payment deadlines and late fees on every invoice
- Send the invoice upon delivery, never weeks later
- Use a tool that alerts you automatically when an invoice is due
The 4 steps of an effective payment chase
Don't go from zero to lawyer in a day. Follow this gradual process:
- Day 3: The gentle reminder
A simple friendly email reminding them about the invoice. The tone is courteous, with no blame. Often it's just an oversight and this is enough. - Day 10: The firm reminder
A more formal email mentioning the invoice number, amount, and overdue date. Include your bank details to make payment easy. - Day 20: The formal notice
A registered letter with acknowledgment of receipt. Mention the legal late payment penalties and the fixed recovery fee. - Day 30+: Legal action
Payment order through the court, simplified online procedure. Beyond 30 days, don't hesitate: every passing day reduces your chances of recovery.
Follow-up email templates
Here are ready-to-use templates to adapt:
Gentle reminder (Day 3)
Hi [Name], I hope you're doing well. Just a friendly reminder about invoice #[X] for [Y], issued on [date] and due on [date]. Could you check on the payment status? Best regards.
Firm reminder (Day 10)
Hi [Name], unless I'm mistaken, invoice #[X] for [Y] dated [date] remains unpaid. Please proceed with payment within 5 days. Attached is the invoice along with my bank details.
Final notice (Day 20)
Hi [Name], despite my previous reminders, invoice #[X] for [Y] remains unpaid. Without payment within 8 days, I will be forced to apply the legal late payment penalties and take the necessary steps for recovery.
Know your legal rights
Most countries have laws that protect freelancers against late payments. While the specifics vary by jurisdiction, here are some common principles to be aware of. Always check your local legislation for exact rules.
- Most jurisdictions set a maximum payment term, often 30 days after invoice receipt
- Late payment interest can often be charged automatically once the due date has passed
- Some countries allow you to claim a fixed fee for recovery costs on top of the owed amount
- Simplified court procedures exist in many places for undisputed debts
- Statutes of limitations vary, but you generally have several years to take legal action
Mistakes to avoid
- ❌ Waiting too long. The longer you wait, the harder it is to recover
- ❌ Following up verbally without a paper trail. Always email or write to keep proof
- ❌ Being aggressive from the first reminder. Stay professional, it's often a simple oversight
- ❌ Continuing work for a non-paying client. Stop ongoing deliverables
- ❌ Not having payment terms on the invoice. It's a legal requirement
- ❌ Skipping the deposit on large projects. Protect your cash flow
How IndyCRM helps
Anti-late-payment checklist
- ✅ Signed quote before each project
- ✅ 30-50% deposit on large projects
- ✅ Invoice sent on delivery day
- ✅ Payment terms and penalties on every invoice
- ✅ Automatic reminder at Day 3 if unpaid
- ✅ Track every invoice status in a CRM
- ✅ Formal notice at Day 20 if necessary
Never let a late payment slip through
IndyCRM tracks your invoices and alerts you on overdue payments. Free on the App Store.
