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Guide · As the provider
How to remind a client to pay an invoice
Late payments are often oversights. Here’s how to follow up politely and get paid.
Start with a friendly nudge
It may have simply slipped through. Start there.
Check before assuming ›What you might want to sayWhy haven’t you paid?
Porcupine · Soft start-up“Why haven’t you paid?” sounds like an accusation. “Just a quick reminder” starts friendly.
What might land betterHi! Just a quick reminder about last month’s invoice.
Include the details
Invoice number, amount and due date, with the invoice attached.
Describe, don’t diagnose ›What you might want to sayStill waiting on payment. Not sure why this is so hard.
Porcupine · No sarcasm, insults or contempt“Not sure why this is so hard” is a dig. The invoice number, amount and date, attached, make it easy.
What might land betterHi! A quick reminder that invoice #1042 for $350 was due on May 15. I’ve attached it here for easy reference.
Make paying easy
Include the payment link or details, so they can pay right away.
Ask, don’t pressure ›What you might want to sayPay me.
Porcupine · A clear, doable request“Pay me” is an order. A link makes it one click.
What might land betterYou can pay by card at the link below.
Get firmer step by step
A second reminder can be plainer: name the date, and what happens next under your terms, like a late fee.
Honest and hearable ›What you might want to sayFINAL WARNING.
Porcupine · A clear, doable request“FINAL WARNING” is all heat. Days overdue, your terms and a date are firm without shouting.
What might land betterInvoice #1042 is now 30 days overdue. Under our terms, a 5% late fee applies after 45 days. Could you pay by June 30?
Ask if something’s wrong
If they go quiet, ask whether anything is holding it up. There may be a problem you can solve.
Understand before answering ›What you might want to sayAre you ignoring me?
Porcupine · Ask real questions“Are you ignoring me?” guesses why. Asking what’s holding it up, and offering help, might find a problem you can fix.
What might land betterIs anything holding this up? I’m happy to help sort it out.
Keep it professional
Even when it’s frustrating, polite keeps the door open for future work.
Respect, even when angry ›What you might want to saySome clients actually pay on time.
Porcupine · No sarcasm, insults or contempt“Some clients actually pay on time” is a jab. A simple thanks keeps the relationship.
What might land betterThanks for taking a look. I appreciate it.
If they still don’t pay
Check your contract for late fees. For larger amounts, a collections service or small claims court are options.
The common mistake
Waiting weeks to follow up
Asking can feel awkward, so the reminder waits, and the invoice slides further down their list. A friendly note a day or two after the due date is normal, and gets you paid sooner.
Honest and hearable ›If it doesn’t go the way you hoped
What they might say, and what you could say back.
If they sayWe pay on 60-day terms.
You could sayThanks for letting me know. My terms are 30 days, so could we settle this one by the 15th, and agree on terms for next time?
If they sayIt’s with accounting.
You could sayGreat, thanks. Could you send me a contact there, so I can follow up directly?
If they sayWe weren’t happy with the work.
You could sayI’m sorry to hear that. Could you tell me what wasn’t right? I’d like to sort it out.
Putting it together
The whole message, before and after.
What you might want to sayHi, I still haven’t been paid. This is getting ridiculous.
Porcupine · A clear, doable request“This is getting ridiculous” is frustration aimed at them. The invoice, amount, due date, a link and an offer to help make it easy to pay.
What might land betterHi! A quick reminder that invoice #1042 for $350 was due on May 15. I’ve attached it here, and you can pay by card at the link below. Let me know if anything’s holding it up.
Run a Quills Check on yours
Write what you want to say, however it comes out. I’ll show you if the quills are up, and a version with them down.
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Common questions
How soon should I send a reminder?
A day or two after the due date is reasonable. Some people also send a friendly heads-up a few days before.
Should I charge a late fee?
Only if it’s in your terms. If it is, mention it in the second reminder, not the first.
What if they say they can’t pay right now?
Offer a payment plan with dates, and put it in writing. A plan is better than silence.
Know someone this would help?
Send them this guide. The link shows its title and one of its examples.
Find the words with Porcupine
PorcupineIf it’s still unpaid, I’ll help you follow up firmly and kindly, and remember what was said.
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Guides are general information, not legal, financial or professional advice. If you’re afraid of how someone might react, put your safety first and talk to someone you trust (Safety first).