Invoicing & getting paid
How to Chase an Unpaid Invoice Politely
Invoice overdue? Follow a practical, professional process for reminding a customer about payment without damaging the relationship.
By Sole Trader Pal · 2026-09-01 · 5 min read
You’ve done the work.
You’ve sent the invoice.
The payment date passes and nothing arrives.
Chasing money can be one of the most uncomfortable parts of working for yourself, particularly when the customer is somebody you’d happily work for again.
The best approach is usually calm, clear and consistent.
First, check the obvious things
Before contacting the customer, confirm:
- the invoice was sent to the right person;
- the email address or contact details were correct;
- the payment due date has actually passed;
- the amount and payment details are correct;
- the customer hasn’t already paid under a different reference.
Sometimes a late invoice is an admin problem rather than a customer refusing to pay.
First reminder: keep it light
If the invoice has only just become overdue, assume good intent.
Example:
Hi [Name], just a quick one — invoice [number] for [job] was due on [date] and I can’t see the payment my side yet. Could you check it’s in hand for me? I’ve attached/sent the invoice again. Cheers, [Name]
That is often enough.
Second reminder: be clearer
If you still haven’t received payment after the first reminder, make the next message more direct.
Hi [Name], I’m following up again on invoice [number] for £[amount], which was due on [date]. It’s still showing as unpaid. Could you let me know when I can expect payment please? Thanks, [Name]
You don’t need to apologise for asking to be paid for work you’ve completed.
Make it easy to fix
Include the information the customer needs:
- invoice number;
- amount;
- due date;
- another copy of the invoice where useful;
- payment information.
Don’t make them search through three weeks of messages.
If there’s a problem, find out what it is
A customer may be withholding payment because they believe something is wrong.
If they raise a genuine dispute, deal with the issue rather than sending repeated generic reminders.
Clear communication can resolve a payment problem much faster than increasingly stern messages.
What if the invoice is seriously overdue?
At this point, move away from casual reminders.
State:
- the invoice number;
- amount outstanding;
- original due date;
- previous attempts to contact them;
- a reasonable deadline for response/payment;
- what you intend to do next if payment remains outstanding.
Keep records of communications.
UK payment terms
Current GOV.UK guidance says businesses can set their own agreed payment terms.
Where a payment date has not been agreed, UK rules provide a default framework around when a payment becomes late.
For qualifying business-to-business commercial debts, additional statutory late-payment rights may apply.
These can include statutory interest and fixed recovery costs in certain circumstances.
Check current official GOV.UK guidance covering:
Current GOV.UK guidance states that statutory interest for qualifying late business-to-business commercial payments is 8% plus the Bank of England base rate unless a different contractual interest rate applies.
If you’re considering adding interest, recovery charges or taking formal action, check the current rules and get professional advice where appropriate.
Don’t let one overdue invoice disappear underneath new work
This is one of the hidden problems of running a business alone.
Monday’s unpaid invoice gets pushed down the list by Tuesday’s jobs, Wednesday’s phone calls and Thursday’s quotes.
The money is still owed.
It’s just no longer at the front of your mind.
That is exactly why a system for surfacing what still needs attention matters.
Preventing the next late payment
You cannot prevent every customer from paying late, but you can make the process easier by:
- agreeing payment terms;
- putting the due date clearly on the invoice;
- sending the invoice promptly;
- making payment instructions clear;
- checking overdue invoices regularly.
A clear invoice can prevent some delays before they happen. Check our guide to what a sole trader invoice should include.