Overdue Invoice Follow-Up Timeline
Chasing payment works better as a calendar than as a mood. An overdue invoice follow-up timeline tells you what to send and when, so you do not vanish for a month or message daily. This schedule is a starting point for small balances with clients you still want to keep.
A Simple Timeline
| When | What to do |
|---|---|
| Due date | Check that the invoice was sent and the details are correct |
| +3 days | Polite reminder with number, amount and payment details |
| +10 days | Second reminder, slightly firmer, offer to help if something is wrong |
| +18 days | Call or write to a named person, mention you will pause new work if needed |
| +30 days | Final written request before you consider other recovery options |
Adjust the gaps for large companies that pay on their own cycle, and for tiny invoices that are not worth a long chase. Wording for the emails is in payment reminder emails. The wider process is in past due invoice: what to do and how to handle late-paying clients.
Write Everything Down
Log each step on your unpaid list: date, method, who you contacted. That log stops you from repeating yourself and helps if you later need advice. See how to track unpaid invoices.
Tip: Always restate the invoice number and the original due date. People cannot pay a reminder that only says "please pay".
Do Not Skip Straight to Threats
A first reminder that mentions lawyers usually damages the relationship and is often empty. Stay factual. Late fees belong only if they were in the contract; see late payment fees.
A timeline turns an awkward chase into a short series of dated, professional notes.
Watch out: Formal recovery, interest and court options depend on local law. Get advice before you take that step.
Frequently Asked Questions
Should I follow up on the due date itself?
A gentle "just checking this is with you" is fine for chronic late payers. For everyone else, wait a few days.
What if they ask for more time?
Agree a new date in writing and put it on your tracker. One extension is reasonable. Endless extensions are a new problem.
Can I send the same invoice again?
Yes, attach the same PDF with the same number. Do not issue a new number for the same work.
Make the original bill easy to pay. Create a free invoice with a clear due date.