How to follow up on an unpaid invoice
Most late invoices aren't refused, they're forgotten. A short, regular follow-up gets most of them paid. Here is a schedule and the messages to send.
First, check the invoice itself
Many invoices are paid late because something is missing: a due date, a purchase order number, the right company name, or the bank details. Before you chase, check the invoice has a clear due date, the total and how to pay. The free invoice generator covers all of these.
A follow-up schedule
| When | What to send |
|---|---|
| 3 days before the due date | A friendly reminder (optional, but it works) |
| On the due date | "Due today" reminder |
| 7 days late | A firmer reminder that restates the amount and date |
| 14 days late | A call or voice message, plus a written follow-up |
| 30 days late | A final notice stating what happens next |
Templates
Before or on the due date
7 days late
14 days late
30 days late
Only state a next step you will actually take, and check the rules where you work before mentioning late fees or legal action.
Tips that make a difference
- Message the right person. If someone else pays, ask who, and copy them in.
- Keep it short and specific. Amount, invoice number, due date, how to pay.
- Use the channel they answer. For many small clients, WhatsApp gets a faster reply than email.
- Stay friendly. You may want to work with them again.
Make the next invoice get paid on time
- Take a deposit before you start (see how much deposit to ask for).
- Use short, specific terms: a real due date, not just "Net 30".
- Invoice the day the work is delivered, while the client is happy with it.
Kanvo shows every overdue invoice on your home screen and turns a reminder into two taps by WhatsApp or email, with the amount and invoice number already filled in.
Free tool: Make a clean invoice and download it as a PDF.
Open the free tool