How to Follow Up on an Unpaid Invoice
Unpaid invoices are a common challenge for freelancers, contractors, and businesses. Knowing how to follow up professionally can help you recover payments while maintaining good customer relationships.
This guide is part of our Invoice Payment and Late Payment Guide hub.
What Is an Unpaid Invoice?
An unpaid invoice is any invoice that has been sent to a customer but has not yet been paid.
Some unpaid invoices are still within their payment terms, while others become overdue once the due date passes.
Why Invoices Become Unpaid
There are many reasons customers fail to pay invoices on time.
- they forgot to pay
- approval delays within the business
- incorrect invoice information
- cash flow problems
- missing purchase order numbers
- emails being overlooked
When Should You Follow Up?
Many businesses send a reminder a few days before the invoice due date.
If payment is not received by the due date, a follow-up reminder can usually be sent within a few days.
Keep Follow Ups Professional
Invoice reminders should remain professional and polite.
Most late payments are caused by administrative issues rather than deliberate non-payment.
Information to Include in an Invoice Reminder
A payment reminder should include:
- invoice number
- invoice date
- payment due date
- balance due
- payment instructions
- contact information
Why Clear Invoices Reduce Payment Delays
Professional invoices reduce confusion by clearly showing what is owed and when payment is expected.
Businesses that use organised invoice formats often experience fewer payment disputes.
How Many Payment Reminders Should You Send?
Many businesses use multiple reminders throughout the payment process.
- before the due date
- shortly after the due date
- one week overdue
- two weeks overdue
Track Invoice Statuses
Tracking invoice statuses helps businesses identify overdue payments quickly.
- draft
- sent
- paid
- overdue
- cancelled
Common Follow Up Mistakes
Businesses sometimes make mistakes that delay payments further.
- waiting too long to follow up
- sending incomplete invoices
- using unclear payment terms
- not tracking due dates
- failing to provide payment instructions
How Professional Invoice Generators Help
Invoice generators help businesses create organised invoices that clearly display payment information.
This can reduce misunderstandings and encourage faster payments.
Reduce Unpaid Invoices
Following up professionally, using clear payment terms, and sending accurate invoices can significantly reduce unpaid invoices and improve business cash flow.
Frequently asked questions
What is an unpaid invoice?
An unpaid invoice is an invoice that has been sent to a customer but has not yet been paid.
When should I follow up on an unpaid invoice?
Many businesses send reminders before the due date and shortly after the invoice becomes overdue.
What should an invoice reminder include?
Invoice reminders should include the invoice number, due date, amount due, payment instructions, and contact details.
How can I reduce unpaid invoices?
Using clear payment terms, professional invoice layouts, and regular follow ups can help reduce unpaid invoices.
Create professional invoices
Use InvoiceAtlas to create clear invoice PDFs that help customers pay faster.
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