How to follow up on unpaid invoices, politely and firmly

• Agree payment terms before starting and put them on the quote
• Send the invoice promptly and to the person who pays, not only the person who ordered
• Make paying easy: clear details, a reference and an accepted method
• Ask whether a purchase order number is needed

Adjust the gaps to your terms and your customer. The point is to have a routine, so chasing does not depend on your mood or memory.

• A few days before the due date: a short reminder that the invoice is coming due, if the customer is slow to pay
• The day after it is due: a friendly note asking them to confirm it is in hand and offering to resend it
• A week after: a phone call or a firmer message asking for a payment date
• Later: a formal reminder stating the amount, the due date and the next step you will take

Assume good faith early and be specific: invoice number, amount, due date. Ask a question that can be answered, such as "can you confirm when it will be paid?" Keep a record of each contact. The follow-up message generator drafts a polite invoice reminder you can adjust.

Late-payment fees, interest and debt collection are governed by local law, and some countries restrict what you may say or do. Check before you threaten fees or action, and consider advice for large or disputed amounts.

Chasing is easier when you can see everything overdue at a glance. In BusinessPilotOS an invoice becomes overdue automatically when it is past its due date with a balance, so you do not rely on a label someone forgot to update, and you can see each customer's outstanding balance.