What to do when a client won't pay

An unpaid invoice is stressful, but panicking (or going silent) both make it worse. Work a calm, escalating playbook: each step is firmer than the last, and most invoices get paid long before the end.

Step 1 — The friendly nudge (0–7 days overdue)

Assume it’s an oversight, because usually it is. A short, polite reminder restating the invoice number, amount and due date is enough most of the time. Keep it warm and factual — see how to ask for payment politely, or generate one with the reminder templates.

Step 2 — The firm follow-up (7–21 days)

No response? Get firmer and more specific: state that the invoice is now overdue, ask for a specific payment date, and confirm you have the right contact and details. If a client keeps offering reasons, don’t get carried along by the wording — hold the next action (a date, in writing). The AI excuse translator can help you read between the lines.

Step 3 — The formal demand + late fees (21–45 days)

Now it’s serious. Send a formal demand letter: the facts, a firm deadline, and the consequences of non-payment. Generate one with the demand letter generator. If your contract (or local law) allows it, apply late fees and interest — work out how much with the late fee calculator. This is also the moment to pause any ongoing work until you’re paid.

Step 4 — Final notice and your options (45+ days)

If a formal demand is ignored, your realistic options are:

• Final written notice stating you’ll pursue recovery (use the “final notice” tone in the demand letter generator).
• Small claims court — cheap and designed for exactly this in many countries; the threat alone often prompts payment.
• A collections agency or a solicitor’s letter — for larger sums.
• Mediation — if the relationship and amount are worth preserving.
• A payment plan — if the client genuinely can’t pay in one go, splitting the balance into scheduled instalments with the payment plan generator often recovers more than holding out for the full sum.

How to avoid getting here next time

Most non-payment is preventable upstream:

• A signed contract with clear payment and late-payment terms;
• A deposit before you start (see how to ask for a deposit);
• Invoicing promptly with an exact due date;
• A consistent, automatic follow-up from day one — the single biggest lever. Many invoices never reach step 3 simply because a reminder arrived on time. That’s what Duefy automates.

This is general guidance, not legal advice — for large debts or disputes, take advice for your jurisdiction.