What to do when a client won’t pay: a practical checklist
When a client stops replying about an invoice, it is easy to feel stuck. Work through this checklist in order. Most cases are resolved in the first few steps.
Check your side first
- Was the invoice sent to the right person and email address?
- Does it show the agreed price, the due date and how to pay?
- Is there anything the client could reasonably dispute (scope, quality, a missing item)?
Make contact properly
- Send a polite written reminder with the invoice attached.
- Call the person who approved the work, not just the accounts inbox.
- Ask a direct question: “When can we expect payment?”
Offer a way forward
- Offer a short payment plan if cash flow is the problem.
- Fix any genuine issue quickly and reissue the invoice.
- Agree a specific date and confirm it in writing.
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Protect yourself
- Pause further work until the overdue amount is settled.
- Keep a record of every message, call and promise.
- For future jobs, ask for a deposit and use clear payment terms.
If it still isn’t paid
Send a final notice with a clear deadline. After that, options include a formal letter, mediation, a collection service or a small-claims process, depending on where you are. Rules differ by country, so check what applies to you or speak to a qualified adviser before taking formal action.
Need wording? Get the 5 free reminder templates.
Want this done for you?
Recover finds overdue invoices and quiet quotes, drafts the follow-ups, and sends nothing without your approval.
Check my invoices free →Free. No card. Nothing is sent without your approval.
Prefer a hand? Book a $99 recovery session with a person →
Get the free chasing schedule
A one-page plan for when to send each reminder. Enter your email and it opens right here.
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Your chasing schedule
- 3 days before due: friendly heads-up with the amount and payment link.
- Day 1 late: light reminder, ask when to expect payment.
- Day 7 late: name it overdue, give a new date, offer to fix or split.
- Day 14 late: phone call to the person who approved the work.
- Day 30 late: final notice listing earlier reminders and a last date.
The wording for each step is in the 5 free templates.
More guides
- How to chase an unpaid invoice politely (step by step)
- Late payment email for freelancers (3 templates that work)
- Unpaid invoices for tradespeople: how plumbers, electricians and builders get paid
General information, not legal or financial advice. Rules differ by country.