The invoice follow-up: How to ask for payment politely.

Learn the art of securing timely invoice payments, and how to ask for payment politely with finesse and tact.

Chances are, if you’ve emailed an invoice to your client and they haven’t paid, it’s an honest mistake that slipped their mind. In that case, a polite reminder email might be all you need to do. Yet other times, customers may simply stop responding, and you’re left wondering where they went and how you’ll get paid. Try these steps to follow up on politely asking for payment if you don’t know where to start.

When to follow up on late invoice payments.

Have you created an invoice for a client who has not paid on time? The timing and manner of your follow-up can impact your relationship with the client and the likelihood of receiving payment. Here are some best practices to help you navigate asking for payment from a client politely and effectively:

• Wait 3–5 days after the due date to send a polite reminder.
• Send another reminder a week after the due date, being firm but professional. Repeat weekly if necessary.
• Try different communication channels, starting with email and then using a phone call if needed. Doing so will help you determine the best way to invoice the client in the future.
• Automate reminders with invoicing software to save time and ensure consistency.
• Acknowledge any potential difficulties the client may be facing in your messages.
• Set clear consequences by mentioning late fees or service suspensions.

How to ask for payment professionally.

Knowing how to ask for payment professionally is important for your business’s image. How you request payment for a client invoice varies depending on your situation.

1. Has your client seen the invoice? Your first step should be to send an email confirming they’ve received the invoice. Gently note that the invoice is past due, ask if they received the email, and check if they have any questions about the invoice. Make sure you reattach the PDF.
2. Firmly request payment. Follow up with one more firm email. This step is a great opportunity to point out any late fees you outlined in your initial invoice. No late fees added? Include them the next time you write an invoice. Make sure you reattach the invoice so that there’s no excuse for your customer to miss it.
3. Call your client. If you’re still not receiving a response, pick up the phone and get in touch the old-fashioned way. Remain polite and understanding, yet firm in your terms of payment. Try to secure payment over the phone, or, if that’s not possible, try to get a commitment on the date and method of payment.
4. Pause sales or cut off work. If you don’t receive any follow-up after that call and are in the middle of a project, let your client know that you’ll be pausing sales or stopping further work until invoice payment. If the project has concluded, you can cut future work with this client or decline to provide any future sales. If you still haven’t received any communication from the client, you might consider taking legal action — especially if your agreement was a legally binding contract.

How to ask for payment from a client that’s new.

Handling payments with new clients with whom you don’t have a history requires extra care to establish trust. Here are some best practices for how to professionally and politely ask for late invoice payments from new clients:

• Set clear payment terms in the initial contract and make sure the client understands the due dates and any penalties for late payments.
• Ensure your invoice is formatted correctly to look professional with your branding and that you use the right type of invoice.
• Provide detailed, itemized invoices for transparency and clarification.
• Send a welcome email including payment terms and contact information for any questions or concerns.
• Communicate payment expectations early on during your initial meetings or onboarding process.
• Offer multiple payment options to make it easier for the client to pay.
• Follow up promptly and politely if payment is late. Early communication can prevent misunderstandings.
• Confirm receipt of payment and express appreciation to build a positive relationship.

When should I request a fee for late invoice payments?

So, when should you request a late fee? Once you have the fee calculated, avoid mentioning late fees in your first follow-up — start with a polite reminder. If the payment is still overdue, you can mention late fees in the second or third reminder. Figuring out how to calculate late fees for invoices after the fact may not be the ideal way to tackle the situation, but you should know how to do so properly.

If the original invoice or contract did not include late fee terms, you typically cannot enforce them later. For future invoices, update your terms to include late fees. If you can, offer a grace period before applying late fees to show flexibility. You can better maintain client relationships by politely and consistently enforcing late fees.

Create iron-clad invoices and high-powered documents.

Moving forward, make sure that your work contracts have legally binding payment clauses so that any gentle reminders of enforcement have more teeth. Create legally binding contracts and enforceable invoices with Adobe Acrobat for business.