How to Follow Up on an Unpaid Client? (5 Methods)

How to Effectively Chase Unpaid Invoices

Late payments are every freelancer's nightmare. Here are 5 techniques to recover your money without damaging the client relationship.

1. The friendly reminder (Day +7)

Tone : Kind, assume it's an oversight

Send a short, polite email reminding them of the invoice and due date. Reattach the invoice for convenience.

2. The formal follow-up (Day +15)

Tone : Professional, direct

Write a more formal message referencing the invoice number and requesting prompt payment.

3. The phone call (Day +20)

Sometimes a call is better than an email:

Ask to speak with accounts payable

Stay calm and factual

Offer solutions (payment plan, etc.)

Take notes and confirm by email

4. The formal demand (Day +30)

This is the last step before legal action:

Send by registered mail

Mention late payment penalties

Set an 8-day deadline

Keep a copy

5. Legal action (Day +45)

If nothing works:

Payment order : fast and affordable

Collection agency : for large amounts

Small claims court : as a last resort

Tips to prevent unpaid invoices

Ask for a 30-50% deposit upfront

Invoice promptly

Check new clients' creditworthiness

Use online payment links

Automate with Robi AI

Robi can:

Automatically detect late payments

Send personalized reminders

Track email opens

Alert you when manual action is needed