Step 1: Make it easy to pay in the first place
Put a due date on every invoice, and include a pay-now link, PayID or bank details. The fewer steps, the faster you're paid.
Step 2: A friendly reminder before or on the due date
Hi Sarah, just a quick reminder that invoice 1042 for $880 is due today. You can pay here: [link]. Thanks again for having us out!
Step 3: A polite nudge at 1 to 7 days overdue
Hi Sarah, invoice 1042 for $880 was due last Friday. It's probably slipped through the cracks. Could you pop it through when you get a sec? [link]
Step 4: Polite but firm at 8 to 30 days overdue
Hi Sarah, invoice 1042 for $880 is now 14 days overdue. Can you please arrange payment by Friday 17th, or let me know if there's a problem with it? [link]
Step 5: Firm and clear after 30 days
Hi Sarah, invoice 1042 for $880 is now over 30 days overdue and I haven't heard back. Please pay by [date] or give me a call on [number] so we can sort it out.
Step 6: Pick up the phone
If texts and emails haven't worked, call. A quick, calm chat often sorts out what's really going on, like a dispute over the work or cash flow trouble, and you can agree a payment plan.
If it still isn't paid
Send a final written notice with a date. After that, options include a debt collection agency or a small claims process in your state's tribunal or local court. Only mention these if you're prepared to follow through, and keep it professional.
Tips that make a big difference
- Chase by text first. Most people read a text within minutes.
- Always include the invoice number, amount and a pay link.
- Keep a record of every reminder you send.
- Take a deposit on bigger jobs so you're never fully out of pocket.
How TalkQuote helps
TalkQuote sends automatic email reminders before and after the due date. Penny, your AI payments helper, lists who owes you the most for the longest, and writes a polite chase text in your name that gets firmer the longer it's overdue. You check it and send it in one tap.
Frequently asked questions
This is general information, not legal advice.
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