When a customer misses an invoice deadline, act immediately by sending polite, written reminders, then escalate with phone calls. If payment remains overdue, implement late fees, pause services, or send a formal demand letter. If necessary, engage a debt collection agency or file a small claims court suit.
When a customer refuses to pay after a final notice, document all communications and review the contract terms. Consider sending a formal demand letter outlining the amount due and payment deadline. If unpaid, businesses may pursue small claims court or mediation depending on the invoice value and jurisdiction.
A business owner can set their own payment terms when it comes to invoicing. They can choose to offer discounts for early payments and payment upfront. If no agreed-upon payment date has been established, a customer must pay a company within 30 days of receiving an invoice or the goods or service.
Payment - obligations
Unless you agree a payment date, the customer must pay you within 30 days of getting your invoice or the goods or service. You can use a statutory demand to formally request payment of what you're owed.
If your client hasn't made payment (or meaningful contact) within 30 days of the invoice becoming due, it may be time to issue a letter before action (LBA), or to pass over the matter to a debt collection agency. An LBA gives your client formal notice that legal action is imminent.
Jurisdiction and venue: You'll need to file in the correct court based on where the business was conducted or where the contract was signed. Amount in dispute: According to the California Courts Self-Help Guide, if the unpaid invoice is under $12,500, you may qualify for small claims court.
What to do if a customer doesn't pay
Every unpaid invoice is a direct threat to cash flow and business stability. A polite reminder may work once, but persistent non-payment inevitably becomes a legal problem.
There's no legal time limit that says you must invoice within a certain number of days (though doing it promptly is definitely best practice). So before you go spiraling into worst-case scenarios, remember: you're still entitled to be paid for the work you've done.
The standard invoice timeline usually spans 30 days, often referred to as Net 30 terms, but the specific duration can vary based on industry standards, client payment processes, and specific invoice terms.
Always clearly state the due date
Setting a due date encourages the client to pay you within a certain time frame. The general rule is 30 days from the invoice date.
It is, in effect a statute of limitations that applies to the payment of invoices and how long a creditor can chase a debtor for non-payment of an invoice. It might surprise many companies that unpaid invoices, under a simple contract, can be legitimately chased for up to 6 years.
Many businesses extend net 30 terms with their invoices, which means you have 30 days to make the payment. Some even give net 60, 90, or even higher terms. This helps with your cash flow and gives you an opportunity to assess the product or service you have purchased before you pay for it.
The sending of a letter before action or a statutory demand may in many cases be a cost effective way to resolve the dispute in a timely fashion and avoid the need for court proceedings. If, however, this does not bring about recovery of the sum owed, court action to recover the monies owed may need to be considered.
Let the customer know that you mean business by setting a firm deadline for payment. Make it known that if the bill remains unpaid beyond this deadline, there will be consequences – such as suspending further services or taking legal action if necessary. Being firm doesn't mean being rude.
How to chase late payments
Getting a Client to Pay an Invoice after Nonpayment
Stick within the legal time limit for invoicing.
Although the legal time limits for invoicing are usually forgiving, you should send invoices within 30 days to maintain a steady cash flow. Electronic signatures can help you keep track of your invoices.
A late payment fee is an extra charge a customer needs to pay when they don't pay a bill by the due date. It's typically 1% to 2% of the past-due invoice amount. If you offer customer financing, you've likely found yourself in a situation that no business owner wants to deal with—a past-due invoice.
Aim for a clear and polite tone. Include your branding and the invoice number so it's easy for your client to identify. In a payment reminder email, it's important to be clear and courteous. Mention the overdue balance, invoice number, and due date clearly while being respectful.
7 tips to collect unpaid invoices from customers
You may be able to take formal debt recovery action if a customer repeatedly fails to pay the money they owe you. Your first step should be to issue a final request for payment and give them 7 days to pay what they owe. If this is unsuccessful, you may need to consider issuing them with a Statutory Demand.
There are several steps you can take for a client who won't pay:
Let's explore five practical ways to handle a disputed invoice.