Check what you agreed before you ask
Before you write, open your contract, proposal or email agreement. Find the payment date, the amount and the event that triggers the invoice, such as delivery or approval. Then check the invoice itself. Did it go to the right billing entity and to accounts payable, the team that processes supplier invoices? Some clients also need a purchase order (PO) number. That is the reference their finance team uses to match your invoice to approved spending. Without it, a correct invoice can still sit unpaid.
- The payment date or terms in your agreement
- The invoice number, amount and currency
- The billing name and accounts-payable contact
- Any PO number or reference the client asked for
A payment reminder sequence you can copy
Plan four messages and send them on a schedule, so each one is a small, expected step. Keep every message short and put the invoice number in the subject line. Replace the parts in [brackets] with your own details. The tone moves from friendly to formal, but it stays polite.
- A few days before the due date: Hi [name], a quick reminder that invoice [number] for [amount] is due on [date]. I’ve attached it again. Let me know if you need anything else to process it.
- On the due date: Hi [name], invoice [number] for [amount] is due today. You can pay by [payment method] using the details on the invoice. Could you confirm when the payment is scheduled?
- About a week late: Hi [name], invoice [number] for [amount] was due on [date] and I have not received payment yet. Is anything holding up approval, such as a missing PO number? I’m happy to resend or correct the invoice.
- Final formal reminder: Dear [name], invoice [number] for [amount] is now [number] days overdue. Please pay it by [new date]. If I have no payment or reply by then, I will look at the next steps available under our agreement.
Make paying as easy as possible
Remove every small reason for delay. Repeat the key facts in each reminder, so nobody has to search an old email thread, and attach the invoice again. If nobody answers, ask one simple question: is anything blocking approval? That gives the client an easy way to reply. SkillLinkup does not send invoices, chase clients or collect payments for you; the invoice generator only creates a document that you send yourself.
- Invoice number and invoice date
- Amount and currency
- Original due date
- How to pay, with the payment details
- The invoice attached as a PDF
Dispute or silence: handle them differently
A late payment and a dispute are different problems. In a dispute, the client says something about the work is wrong, missing or not what you agreed. Deal with that first. Ask what exactly the problem is, compare it with the agreed scope and write down what you both say. If only part of the invoice is in question, ask whether the rest can be paid now. Keep a record of dates, messages and delivered files. Only pause work if your agreement allows it. Tell the client in writing before you pause and say what would restart the work.
UK example: when a payment is late and what you can add
Late-payment rules differ by country, and sometimes by city. The UK rules for late commercial payments are one example. This is general information, not legal advice. Check the rules that apply to you and your client, or ask an adviser.
- If you and a business client did not agree a payment date, the payment is late 30 days after the client gets the invoice, or after you provide the service if that is later.
- An agreed payment date must usually be within 60 days for business transactions or 30 days for public authorities. Businesses can agree a period longer than 60 days only if it is fair to both businesses.
- For business-to-business payments, you can charge statutory interest, the rate set by law: 8% plus the Bank of England base rate, which is the central bank’s main interest rate. You cannot claim it if your contract names a different rate. Send a new invoice if you add interest.
- On top of interest, you can charge a fixed sum for recovery costs: £40 for a debt up to £999.99, £70 from £1,000 to £9,999.99 and £100 from £10,000. You can charge it only once for each payment. Suppliers can also claim reasonable costs each time they try to recover the debt.
New York example: written contracts and timely payment
New York City and New York State both have a Freelance Isn’t Free Act. Check whether you and your client are covered before you rely on it. The city agency that handles complaints, the Department of Consumer and Worker Protection (DCWP), says it cannot act as your lawyer or give legal advice.
- In New York City, a contract worth $800 or more must be in writing. That includes all agreements with the same client that add up to $800 in any 120-day period. The contract must state the work, the pay and the payment date.
- The client must pay on or before the date in the contract. If the contract has no payment date, the client must pay within 30 days after you complete the work.
- You can file a complaint with DCWP. According to DCWP, if you are not paid on time, you have a right to collect double the amount you were not paid.
- New York State added its own Freelance Isn’t Free Act on August 28, 2024. Under the state law, you can file a complaint with the New York State Attorney General.
Escalate one step at a time
If reminders do not work, send the final formal reminder with a clear deadline. After that, the next step depends on where you and the client are. In the UK, for example, you can apply to a county court to claim money a person or business owes you, online or by post. Scotland and Northern Ireland use a different process. The court may organise free mediation, depending on the amount. In mediation, a neutral person helps you and the client agree on a solution. A court claim has fees and takes time, so weigh them against the amount you are owed. If the client hired you through a platform such as Upwork or Fiverr, use that platform’s payment and dispute process and read its current terms for your contract.
Prevent late payment on the next project
Payment is easier to ask for when the terms were clear before the work started. In your proposal, state the payment terms, when you will send the invoice and who should receive it. For a larger project, ask for a deposit or split the fee into stages, so less money is at risk at one time. Agree on what happens if a payment is late, and check that it fits the rules where you work.
Common questions
How long should I wait before sending a payment reminder?
You do not need to wait until the invoice is late. A short note a few days before the due date helps the client plan. Follow up on the due date and again about a week later.
What should a payment reminder email include?
The invoice number, amount, original due date and how to pay, with the invoice attached. Keep it short and ask whether anything is blocking approval.
Can I charge interest on a late invoice?
It depends on your contract and local law. For UK business-to-business payments, statutory interest is 8% plus the Bank of England base rate. You cannot claim statutory interest if the contract sets a different rate. Send a new invoice if you add interest. Check which rules apply to your client and contract.
Should I stop work if a client has not paid?
Only if your agreement allows it. Tell the client in writing before you pause and keep a record. If the client disputes the work, deal with that question first.
Can SkillLinkup collect an unpaid invoice for me?
No. SkillLinkup does not send invoices, chase clients or collect payments. Send your own reminders and get local advice before taking legal steps.