How to chase a late payment without falling out with the client

Most late payments are admin, not malice. Chase in order, stay factual, and keep the stronger steps for when you need them.

Check your own paperwork first

Before you chase, make sure the invoice went to the right person, quotes the right order number and matches what was agreed. A missing PO number is the most common reason an invoice sits unpaid.

If the client has a portal or an accounts inbox, use it. Invoices sent to the site manager often never reach accounts.

Send a reminder before it is due

A short note a few days before the due date costs nothing and catches problems early. Keep it to the invoice number, the amount and the date it is due.

Call on the day after it is due

Ring accounts, not the person who gave you the work. Ask when it will be paid and who is approving it. Write down the name and the date they give you, then confirm it by email the same day.

Put the interest in writing

If the promised date passes, send a statement showing the invoice, the days late and the statutory interest and compensation you are entitled to. You do not have to charge it. Showing it usually moves the invoice up the pile.

Use the contract notices

On construction work, the Construction Act gives you a payment notice process. If your client has not issued a valid pay less notice, the sum in your application or invoice is due.

You can also give at least 7 days written notice that you intend to suspend work. Do this calmly and by the book. It is a right, not a threat.

Escalate only when you have to

Adjudication and the small claims court are there if everything else fails. By this point, the evidence you kept on the day the work was done is what decides it.

Work out what you're owed

Statutory interest and fixed compensation on any late invoice. Open the calculator

This guide is general information, not legal advice. Check your contract terms first, as they can change the dates and notices that apply.