How to chase an unpaid invoice, step by step

Prevent late payments from the start

Many delays are avoided before the invoice is even sent:

• Agree on the payment terms in the quote (deposit, due date, payment methods) and repeat them on the invoice.
• Show a clear due date, not just “30 days”.
• Send the invoice to the person who pays (accounts department), with the order or quote reference.
• Make payment easy: bank details on the invoice, or a payment QR code for euro transfers.
• For large jobs, ask a deposit on order and invoice in stages.

The reminder sequence

Keep a written trace of each step, by e-mail rather than by phone only:

• A few days before the due date: a short, friendly reminder with the invoice attached.
• Just after the due date: a polite reminder asking whether the invoice was received and when payment is planned.
• 10 to 15 days late: a firm reminder stating the amount, the original due date and a new deadline.
• 30 days late or more: a formal notice (letter with proof of delivery) mentioning late-payment interest and the next steps.

Late-payment interest and fees

In many countries, late-payment interest is due automatically between businesses once the due date has passed, sometimes with a fixed recovery fee. The rate and the rules depend on the country and on your contract terms: mention them on your invoices so they can be applied.

Calculate the interest owed with the late-payment interest calculator, then add it to your formal notice.

If the invoice is still unpaid

Call the client to understand the problem: a payment plan is often better than a dispute. If nothing moves after the formal notice, the next steps are a debt-collection service, a mediator or a simplified court procedure, depending on the amount and the country.

In PRAXAO, overdue invoices are flagged in your account and a payment reminder can be e-mailed in one click with the invoice attached. This guide is general information: check the rules that apply in your country.