What should I do when a customer's invoice is overdue?

A simple follow-up schedule

Put these on a calendar so following up doesn't depend on remembering.

• Day 1 after due: friendly note that the invoice is now due, with the pay link
• Day 7: short check-in that asks when they expect to pay
• Day 14: firmer note, then a phone call if there's no reply
• Day 30: final written notice that states your next step under your payment terms

Ask for a pay date, not just a payment

"Please pay" is easy to ignore. "When can we expect payment?" asks for an answer, and once someone names a date, they've made a small promise. If the date passes, your next message can simply point back to it.

Templates you can copy

Day 1:

Hi Dana, invoice #1042 for the furnace repair ($480) was due yesterday. If it already went out, thank you! If not, here's the pay link: [pay link]. Mike, Lakeside Heating

The day 14 follow-up

Stay polite, but be direct.

Hi Dana, I'm following up on invoice #1042 ($480), now two weeks past due. Can you let me know what day we can expect payment? If something about the job wasn't right, I'd like to hear that too. Mike

When to pick up the phone

If two written follow-ups get no reply, call. A call often turns up the real reason: a dispute about the work, a cash-flow crunch, or an invoice that went to the wrong person. Each of those has a different fix, and you won't learn which it is by email.

When to stop chasing

Decide your line before you need it. Around 30 to 45 days past due, most owners choose between a payment plan, the late fee their written terms allow, a collections agency, or small-claims court. Rules on late fees and collections vary by state, so check yours or ask a professional before you rely on one. This guide is general information, not legal advice.

How long should I wait before following up on an unpaid invoice?

Send the first follow-up the day after the due date. Waiting longer teaches the customer that your due dates are flexible.

How many times should I follow up on an overdue invoice?

A common pattern is four written follow-ups (about day 1, 7, 14 and 30) plus a phone call after day 14. After that, move to a payment plan, late fee or collections under your terms. Rules on late fees and collections vary by state; this is general information, not legal advice.

What do I say to a customer who won't pay?

Ask a direct, polite question: when can you expect payment? Then listen. If there's a problem with the work, fix that first. If it's cash flow, offer a short payment plan in writing. Rules on payment plans, fees and interest vary by state; this is general information, not legal advice.