5 minute read

How to chase overdue invoices without losing the client

A friendly, steady routine for getting paid on time, from clear payment terms to the moment you pick up the phone.

Late payments are rarely personal. Most invoices are paid late because they got lost in an inbox, went to the wrong person or were waiting on a question nobody asked. A calm, predictable routine fixes most of them.

1. Make the terms clear before the work starts

Put your payment terms on the quote and the invoice, for example 14 days from the invoice date. Agree who receives invoices, especially with larger clients where accounts teams pay the bills.

2. Make paying easy

Every extra step slows payment. Include your bank details and the reference to use, and offer card payment through a link so clients can pay in a minute from their phone.

3. Send a friendly reminder soon after the due date

A short, polite note a few days after the due date clears most overdue invoices. Keep it factual: the invoice number, the amount and the due date, with the link to pay. Assume it was an oversight.

4. Keep reminders regular, then stop and call

A reminder every week or so keeps the invoice on their radar without being pushy. After two or three reminders with no reply, email stops working. Pick up the phone. A quick call usually uncovers the real reason, such as a missing purchase order number or a question about the work.

5. Agree a plan if they are struggling

If a client cannot pay in full, a short payment plan often gets you paid sooner than waiting. Confirm it in writing and record each part payment.

6. Know when to escalate

For stubborn debts, a formal letter of demand is the next step, and your state or territory has small claims options for smaller amounts. Get advice before you go down that path.

How CAQA Ops helps

CAQA Ops sends friendly reminders on overdue invoices at the interval you choose, in your own words. Set a limit, for example three reminders, and it stops and tells you it is time to call. Clients can pay by card from the reminder email, and you can record part payments as they come in.

This guide is general information, not legal or financial advice.