Late payments have been a recurring issue for me lately. I’ve found that when I follow up on overdue invoices, being clear and concise really helps.
I started using straightforward templates that highlight the invoice number, amount, and how many days overdue it is. This has cut down on the back-and-forth and speeds up the responses from clients.
I only ask for full payment before I start.
Templates definitely work. I also learned to set expectations upfront about payment terms. Here’s what helped me:
The phone call thing was a game changer. People ignore emails but they answer calls. Most of the time there’s just some simple reason for the delay that gets sorted out quickly.
I send invoices the day I finish work now - no more waiting until month-end. Catches them while the job’s still fresh.
After the first reminder, I drop the politeness. Second message is just: invoice number, amount, days overdue. No “hope you’re well” nonsense that makes payment seem optional.
Stop payment on materials or pull crews at 45 days. Amazing how fast checks show up when work stops. I tell clients this policy upfront so there’s no surprises. Had one guy promise payment for weeks until I showed up to remove the cabinets I’d installed. Check cleared that afternoon.
Showing up works sometimes. A friendly reminder in person can get things moving. Just keep it casual.
I use a simple spreadsheet tracking invoice date, due date, days overdue, and last contact. Shows me exactly what needs follow-up.
Biggest game-changer was switching from net 30 to 15 days. People will take whatever time you give them, so why give them more? Shorter terms = faster payments.
I also add a quick note about what I’m billing for: “Website updates completed Dec 10-15.” Helps clients connect the invoice to actual work instead of seeing it as random paperwork.