How do I chase an unpaid invoice politely?

Check the basics first

Before you chase, make sure the invoice reached the right person, and that the amount, the due date and your bank details are right. Many late payments come from an invoice sent to the wrong inbox, or one with a missing order number. A quick check saves an awkward email.

A simple order to follow

• The day after the due date: a polite reminder. Assume it was missed.
• About a week later: a firmer email. Ask when they will pay, and whether anything is wrong with the invoice.
• If there is still no reply: a phone call or a final notice with a clear date to pay.

Make it easy to say yes

Put the invoice number in the subject line. Attach the invoice again, and say how to pay in one line. Ask one clear question, such as when they will pay. A customer who has to hunt for details is likely to put your email off until later.

When polite is not enough

If reminders do not work, a final notice can say that you will claim statutory interest and a fixed sum for recovery costs. Between businesses, the law allows interest of 8% plus the Bank of England base rate. Only say what you will really do.

Xevrion's Invoice follow-up drafts each reminder by your rules and checks the balance again before it is sent. A person approves every reminder. If the customer replies that they have paid, or disputes the invoice, chasing stops for that invoice.