Your client isn't paying. Here's exactly what to do.

Send the first reminder the day the invoice becomes overdue, not a week later. Keep it short and assume the best — most overdue invoices are simply forgotten, lost in an inbox, or stuck in an approval queue. A typical first reminder: 'Hi [Name], just a quick note that invoice #1024 ($X) was due [date]. Want me to resend in case it got buried?' This works because it's neutral, low-pressure, and gives the client a graceful path to act. About half of all overdue invoices are resolved at this step.

If no response in three business days, follow up again — same calm tone, slightly more direct. 'Hi [Name], following up on invoice #1024. The balance is now [X days] overdue. Could you confirm when I should expect payment, or let me know if there's an issue I can help resolve?' The phrase 'an issue I can help resolve' is doing real work here — it gives the client a face-saving way to surface a real problem (the invoice went to the wrong person, the amount is in dispute, the company is in a slow procurement cycle). About 30% of remaining cases resolve here.

If the project is ongoing and the invoice is over two weeks late, stop work and send a clear notice: 'Hi [Name], because invoice #1024 is now [X days] overdue, I've paused project work until the balance clears. Once payment is received, I'll resume immediately. Please let me know if there's anything you need from me to get this through your system.' This is not a threat — it's enforcement of the terms in your contract. It also creates business pressure on the client's side: their project is now blocked until they sort the payment. Most stalled invoices clear within a week of this email.

If the invoice remains unpaid 30+ days past due, send a formal demand. Reissue the invoice with the late fees applied (per your contract — typically 1.5% per month). Reference your contract: 'Per the terms we agreed on [date], a late fee of $X has been applied to invoice #1024. The new balance is $X, due within 7 days. If payment is not received by [date], I'll need to escalate this to recover the amount owed.' Be factual, not emotional. You're documenting that you gave the client every opportunity to resolve this informally.

If 60 days pass with no payment, you have three options, in increasing severity. Option one: a collections agency — they typically take 25–50% of recovered amounts but require no upfront work from you. Option two: small claims court — limits vary by jurisdiction (typically $5k–$10k in the US, similar bands elsewhere); filing fees are low and you don't need a lawyer. Option three: hire a lawyer — only worth it for large amounts (>$15k) where the client clearly has assets. For amounts under ~$2k, a written-off invoice plus 'never working with this client again' is often the cheapest decision.

Every late invoice is a learning opportunity about the next contract. Was the deposit too small? (Increase it.) Were milestones too far apart? (Add more.) Was the late fee clause missing or too vague? (Tighten it.) Did your contract specify which jurisdiction's law applies if you have to sue? (It should.) Late payments are largely solved at the contract stage — by the time you're chasing, your options are bounded by what you wrote down at the start.