An invoice collection checklist

Late payment is rarely malice. Invoices get buried, a spouse thought the other one paid, or the customer is waiting on a check. A consistent, polite process gets most of them paid.

Before the due date

• Put the due date and payment instructions at the top of every invoice.
• Offer an easy way to pay (card link, ACH, check address).
• Send the invoice the same day the work is finished.

Day 1 – 14 past due: a friendly reminder

Hi Dana, a quick reminder that invoice #1042 for $610 from last month's AC service is now past due. You can pay at the link below, or reply if anything needs correcting. Thank you!

Day 14 – 30: a clearer message, and a call for larger amounts

Reference the invoice number, the amount and the original due date. For anything meaningful, call. A two-minute conversation resolves more than three emails.

Day 30 and beyond: a firm, calm conversation

• Confirm they received the work and are satisfied.
• Ask directly: “When can I expect payment?” and write down the date.
• Follow up on that date.
• Know your next step (payment plan, pause on future work, formal notice) before you make the call. Check your local rules and terms; this is not legal advice.

Know your customer

A customer who has always paid on time and is now two weeks late probably needs a nudge. A customer who is late every time needs a different approach — a call, a deposit, or payment at completion.