How to chase a late invoice without losing the client

Most late invoices are not refused; they are forgotten, stuck with someone on holiday, or missing a purchase-order number. A fixed sequence of three messages and one call collects almost all of them and keeps the relationship intact, because the client sees a process, not a mood.

Before the due date: make it easy to pay

Half of late payment is caused before the invoice is sent. Put the due date as a date, not “net 30”. Put your IBAN and a payment link on the invoice. Ask on day one whether the client needs a PO number or a supplier form; large companies will not pay without them and will not tell you. Send the invoice to the person who pays, not only the person who hired you.

Day 1 after the due date: the friendly nudge

Subject: Invoice 2026-047, due yesterday

Hi [name], a quick note that invoice 2026-047 for [work] was due on [date]. If it is already on its way, thank you and ignore this. If something is missing on my side, tell me and I will fix it today. Payment details are on the invoice; here is the link again: [link]. Best, [you]

One paragraph. No apology, no exclamation marks, no “I hope this finds you well”.

Day 14: firm, with a consequence

Subject: Invoice 2026-047, 14 days overdue

Hi [name], invoice 2026-047 ([amount]) is now 14 days overdue. Could you confirm the payment date this week? From [date] I will add statutory late-payment interest as stated on the invoice. If there is a dispute about the work, I would rather hear it now than later. [link]. Best, [you]

Day 30: the phone call

Call the person who pays, not the person who hired you. Ask one question: “What do you need from me to release the payment?” Write down the answer and send it back by email the same day: “As discussed, you will pay on [date]; I have attached the PO number you asked for.”

Day 45 and beyond

Stop work on anything else for that client until it is paid, and say so politely. For business clients in the EU, statutory interest and a fixed recovery fee apply after the due date without a reminder; you may mention both. A formal demand letter (in the Netherlands an aanmaning, then an ingebrekestelling) usually settles it; a collection agency is the last step and costs you a share.

What not to do

Do not send five reminders in a week. Do not threaten in the first message. Do not chase the wrong person. Do not keep delivering new work to a client who is 30 days late.

Let the tool do the sequence

Bilio shows whether the invoice was opened, so you know if the problem is the inbox or the wallet. From February 2027 the three reminders above send themselves on the schedule you set, with the late-fee line included if you turn it on. Until then, copy the templates above.