Client gone quiet on an invoice? Skip "just following up" #4. Send these in order: short, factual, and hard to ignore. Copy, fill the brackets, send.
Send 1 day after the due date
Subject: Invoice [#] for $[amount], due [date] Hi [Name], Invoice [#] for $[amount] was due on [date]. Could you confirm the date it's scheduled to be paid? I've attached a copy for convenience. Payment details are on the invoice. Thanks, [Your name]
Send around day 7, to accounts payable, finance or the owner, with your contact in CC
Subject: Overdue invoice [#], $[amount], [Company] Hi [AP / Finance team], I'm following up on invoice [#] for $[amount], which was due on [date] for [project]. The work was delivered and approved on [date]. Could you let me know when it will be processed, or whether you need anything from me (W-9, PO number, a different format)? Copy attached. [Contact name] is CC'd. Thanks, [Your name]
Send around day 14
Subject: Late notice: invoice [#], now [N] days overdue Hi [Name], Invoice [#] for $[amount] was due on [date] and is now [N] days overdue. Under our agreement, a late fee of [rate / amount] applies, bringing the balance to $[new total]. Please arrange payment by [firm date, 7 days out]. If there's a problem with the invoice, reply by then and we'll sort it out. Regards, [Your name]
That's when you send a final demand that names your next step (small claims, collections or pausing work), and make sure your next contract has a deposit and late-fee clause so it doesn't happen again. Both are in the full pack.
Use Claude, Cursor or Codex? The Invoice Chase AI agent skill ($12) picks the right stage and writes the email for you.