Guide

How to chase an unpaid invoice

Chasing a late invoice is nobody's favourite job. It feels rude, even when the money is plainly owed, so it gets put off - and the longer it is left, the more awkward it feels. The trick is to make chasing routine rather than personal: a calm, predictable sequence that does the work for you. Here is how to do it.

1. Check your side first

Before you chase, take thirty seconds to rule out the obvious. Did the invoice actually arrive, and go to the right person? Were your payment terms (the due date) clear on it? Is there a chance it has been paid and you just haven't reconciled it? A reminder that crosses with a payment, or lands on the wrong inbox, only makes you look disorganised. Once you are sure it is genuinely overdue, chase with confidence - this is a normal part of business, not a favour you are asking for.

2. Send a friendly heads-up

On or just after the due date, send a short, warm reminder. Assume the best: people are busy and invoices slip. Keep it light - reattach the invoice, restate the amount and the due date, and ask if they have had a chance to look at it. No pressure, no accusation. Most invoices are settled at this stage.

3. Follow up on a schedule

If the heads-up goes quiet, do not stew on it - follow a set cadence so you are not deciding when to chase each time. A sequence that works well:

• Due date: friendly heads-up.
• +3 days: a gentle nudge - "just following up on the below".
• +7 days: firmer - note that it is now a week overdue and ask for a payment date.
• +14 days: firm - state clearly that payment is now significantly overdue.
• +30 days: a final notice.

The tone climbs gradually. Each message stays professional, but it leaves no doubt that you are tracking this and expect to be paid. Need the actual words? See our payment reminder email templates.

4. Stay polite, but escalate

Politeness and firmness are not opposites. You can be perfectly courteous while making it clear the invoice will not be forgotten. Keep every message short, reference the invoice number and amount, and always give them an easy way to reply - sometimes a late payment is a cash-flow problem or a query, and a quick "is everything ok with this one?" gets a faster result than a threat. The moment they reply, switch from chasing to a conversation.

5. If they still won't pay

If you reach a final notice and still hear nothing, you have options. For business-to-business invoices in the UK, the Late Payment of Commercial Debts (Interest) Act 1998 entitles you to charge statutory interest (the Bank of England base rate plus 8%) and a fixed compensation fee on top. You can work out the figures with our late payment interest calculator. Mentioning that interest is accruing is often enough on its own. Beyond that, a formal letter before action, or the small claims route, may be appropriate - and a complete, timestamped record of every reminder you sent is exactly what helps if it ever gets that far.

6. Make it automatic

The reason invoices go unchased is rarely that people do not know what to write - it is that doing it, on time, every time, for every client, is a grind. That is the part worth handing off. Badger sends the whole sequence for you, on your behalf, with replies going straight to your inbox - and it stops the moment you are paid or your client responds. You set it once and get on with the actual work.

This guide is general information, not legal or financial advice. For your own situation, check the current rules or speak to a professional.