Unpaid invoice? How to have THAT conversation with your client (2024)

FAQs

Unpaid invoice? How to have THAT conversation with your client? ›

Use Multiple Forms of Communication

Craft a polite email or phone call reminding your client about the outstanding invoice. Be sure to include clear details like the invoice number. Make it easy for them to settle the bill by mentioning your available payment methods, such as online portals, mail-in checks, or credit card payments via a phone call.

If an invoice is only a few days overdue, start with a friendly reminder that maintains a positive tone, such as this template:Hello [Client name],Good afternoon! I hope you're doing well and satisfied with [products or services]. This email is a friendly reminder that your payment of [amount] was due on [due date].

Speak to the Client By Phone

When calling, identify yourself and explain calmly and politely that you've followed up multiple times by email about a late payment. If possible, try to secure payment over the phone by credit card or direct transfer.

Write in a friendly tone, even if payments are late. Make the payment due date clear, and reiterate the payment terms they agreed to. Remind them how they can pay, and list the payment methods you offer. Provide clear details of the work they're paying for.

Small business owners should make a plan for how often they'll ask for money owed, try different ways of asking, and maybe offer incentives to the customer. If the customer still doesn't pay, the business owner might need to take legal action.

We understand that it may be a busy time, but we wanted to remind you of your outstanding payment on invoice # [number] due [date]. We have attached an additional copy of the invoice for easy reference. If you have any questions regarding your payment, please don't hesitate to reach out.

What do you say when someone hasn't paid an invoice? ›

Write a payment request letter or email

This is your first move when someone is late paying an invoice, so there's no need to overthink it. Open your note with a polite greeting, quote the invoice number, say when it was due, and ask when you can expect payment. There's no need to explain what the invoice was for.

Call them if they still don't pay you

There's a chance they haven't read your emails or something occurred that prevented them from responding or making the payment. When calling, explain who you are, why you're calling and why they need to pay you. Keep a friendly tone and try again if they don't answer right away.

Hi [Name], I hope you're doing well! This is a friendly reminder that invoice [number], totaling [amount due], is due for payment on [Date]—one week from today. Please feel free to contact me if you have any questions about the invoice or payment details.