Invoice overdue: what to do, day by day
An overdue invoice has a clock on it. Here's what to do at each point on that clock.
- Days 1 to 7: friendly reminders by text, then email, then a short call. Most invoices are paid here.
- Days 8 to 14: firmer check-in, ask for a date, offer a payment plan if money is the problem.
- Days 15 to 30: final notice, then a week of silence from you. Decide: plan, demand letter or small claims.
- After 60 days: the odds drop sharply. Act earlier next time; automate the first two weeks.
Day 1: the nudge
Send a two-line text or WhatsApp. Don't wait for the weekly "admin day". The first 48 hours after a due date are when a reminder feels like a courtesy rather than a chase.
Day 3: the email with the invoice
Now put it in writing with the PDF attached. One amount, one date, one link. See the payment reminder templates if you want the exact words.
Day 7: pick up the phone
Two reminders, no reply: it's time to talk. Keep the call to a minute. You're finding out what's in the way, not arguing. Nine times out of ten you'll hear "oh, sorry, I'll do it today".
If calling feels awkward, remember that the customer expects it. A business that never calls about money is a business people pay last.
Day 10 to 14: ask for a date, offer a plan
If the call went to voicemail or they promised and missed, send the firmer email. Ask for a specific date. If money is the issue, offer two instalments. A plan with dates is worth more than a promise without one.
Day 15 to 21: the final notice
Send one final reminder. It states plainly that you'll decide next steps if there's no reply, offers to fix any problem, and still gives a date. Then stop. Silence after a final notice is powerful; a sixth reminder is noise.
Day 30: decide
Pick one:
- Payment plan. Best if they've been responsive but short on cash.
- Demand letter. A formal letter, on letterhead, giving 10 days. Often enough on its own.
- Small claims. For amounts under your state's limit (usually $5,000 to $12,500), filing is cheap, you don't need a lawyer, and the filing itself often triggers payment.
- Write it off. Sometimes the right business decision. Note it, stop spending time on it, and tighten your terms for next time.
Day 60 and beyond
Invoices this old are paid less than half the time, and collection agencies take 25 to 50 percent of what they recover. If you're here often, the fix is upstream: deposits before work, shorter terms, and reminders that start on day 1 without you remembering.
Prevent the next one
- Invoice the day the work finishes, not at month end.
- Ask for a deposit on anything over a few hundred dollars.
- Put your payment terms and any late fee in the quote, in plain words.
- Confirm who pays and which email to send it to before you start.
- Automate the first two weeks of reminders so they always happen.
Questions people ask
How late is 'overdue'?
The day after the due date on the invoice. Net 30 means payment is due 30 days after the invoice date; day 31 is overdue.
When should I stop sending reminders?
After the final notice, around two to three weeks late. Give it a week of silence, then choose a plan, a demand letter or small claims.
Is it worth going to small claims court for a small invoice?
Usually yes above a few hundred dollars. Filing fees are low, you don't need a lawyer, and filing alone often prompts payment.
Should I use a collection agency?
Only as a last resort for older invoices. Agencies keep 25 to 50 percent and the customer relationship ends. Acting in the first two weeks avoids needing one.