How do I chase an unpaid invoice politely?
Keep reminders short, factual and friendly, and send them on a fixed schedule: a gentle note when the invoice falls due, a firmer reminder about a week later, then a phone call. Include the invoice number, amount, due date and a pay-now link every time. Assume they forgot, because most of the time they did.
On the due date
"Hi Alex, just a reminder that invoice 1043 for the switchboard upgrade is due today. There’s a pay-now link in this message. Thanks again for the work."
A week overdue
"Hi Alex, invoice 1043 is now a week overdue. Could you let me know when it'll be paid, or use the pay-now link below? Give me a call if there's an issue with the work."
Then pick up the phone
If two written reminders haven't worked, call. Ask if there's a problem. Sometimes there is, and it's easier fixed in a conversation.
Automate the routine part
The first reminders don't need you. Set them to send on schedule and stop as soon as the invoice is paid, so nobody who has paid gets chased. Save your time for the calls.
Common questions
Should I charge late fees?
Only if your terms say so and the customer agreed to them before the work.
When should I stop chasing myself?
If the debt is significant and reminders and calls have failed, get advice on your options.
Is texting reminders OK?
Payment reminders to your own customers about their invoice are normal business messages. Keep them factual.
Can reminders stop automatically when paid?
Yes, when invoices and payments are connected, reminders stop the moment it's paid.