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If a client hasn’t paid, first confirm the invoice is actually overdue, then keep a clear written record and ask for payment without assuming the delay is deliberate. If the client disputes the work or still does not pay, use a formal demand and consider mediation or a court claim only after checking the rules where the agreement is governed. Interest, fees, deadlines, and court procedures vary by jurisdiction.
1. Confirm what is due
Before escalating, check the signed contract, approved proposal, purchase order, or other written scope. Confirm the customer’s legal name, agreed amount, work covered, payment deadline, and any notice or dispute-resolution procedure. Compare the invoice with those terms, including tax treatment and payment details; an incorrect invoice can delay payment.
Do not silently change the price, due date, or other invoice terms after completing the work. If the agreement sets a process for notifying the client of a dispute, follow it. The UK Office of the Small Business Commissioner recommends checking the contract and invoice terms and correcting errors that could have held up payment: Help with unpaid invoices.
2. Preserve the evidence
Keep a dated record in one place. Include the contract and amendments, scope and approved changes, proof of delivery or acceptance, the invoice, reminders, client responses, and relevant call notes. After a phone conversation, send a neutral email recording what was discussed and any agreed next step.
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These documents can help distinguish an administrative delay from a disagreement and may support a later demand or claim. Australian government guidance lists the contract, invoice, prior reminders, and relevant correspondence as useful supporting documents: Write a letter of demand.
3. Send a clear reminder and ask what is holding up payment
Use a factual subject line such as “Overdue invoice 1042 — $1,200.” In the message, identify the invoice number, amount, original due date, and payment instructions, and attach the invoice again. Ask the client to confirm when payment will be made or explain any specific issue with the invoice or work.
Keep the tone professional. Avoid public accusations or threats: they can make resolution harder and do not establish that a client has acted unlawfully. If the client says cash flow is the problem and you are willing to accept instalments, write down the amounts and dates and get confirmation. The UK Small Business Commissioner recommends documenting any payment arrangement.
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4. Separate a real work dispute from a payment delay
If the client says the work was incomplete, outside scope, or defective, ask which deliverable and which agreed requirement they mean. Compare that claim with the scope, approved changes, delivery records, and any acceptance. Then consider whether correcting the work, accepting partial payment, or negotiating a settlement makes commercial sense.
Do not treat a disputed invoice as automatically payable in full—or assume the client can withhold any amount they choose. The outcome depends on the agreement, evidence, and governing law. If the disputed sum is substantial or the contract terms are unclear, get advice in the relevant jurisdiction before taking a legal position.
5. Send a formal demand if the reminder does not work
A demand is a more formal request than a routine reminder. It should identify the creditor and debtor, the invoice or agreement, the amount claimed and what it covers, a payment deadline, and the next step you may consider if payment is not made. Keep a copy and proof of sending or delivery; whether a particular delivery method is required depends on local rules.
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There is no universal waiting period or format. For example, California Courts says a demand is generally required before filing a California small-claims case, subject to exceptions described on its page. South Africa’s Department of Justice describes a written demand and a 14-day period before proceeding to its Small Claims Court. Those are jurisdiction-specific examples, not rules for freelancers elsewhere.
- California Courts: Write a Demand Letter
- South Africa Department of Justice: Small Claims Court
- Australian government: Write a letter of demand
South Africa’s Department of Justice page displays a R30,000 claim limit and refers to a change effective 1 August 2026. Because claim limits and procedures can change, verify the current local rules before acting.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.6. Check the law before adding interest or fees
Do not add a late fee, interest rate, or collection cost simply because a payment is overdue. Check the contract and the law governing the transaction, including whether the client is a business or consumer, when payment became late, and what charges are permitted.
In the UK, qualifying commercial creditors may have statutory rights to interest and debt-recovery costs. GOV.UK explains that agreed payment dates and when a payment becomes late depend on the transaction; its guidance describes general limits of 30 days for public authorities and 60 days for business transactions, subject to conditions and possible longer fair terms. Where no date is agreed, a commercial payment is generally late 30 days after the invoice is received or the service is provided, whichever is later. These are UK commercial-payment rules, not a global standard.
GOV.UK: When a commercial payment becomes late
The Netherlands government also explains that statutory interest and formal notice procedures differ between business and consumer customers. Check its local guidance rather than applying a UK rule or a contract clause automatically: Business.gov.nl: Customer does not pay invoice.
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7. Compare resolution and recovery options
If a final demand does not resolve the matter, compare the likely cost and practical value of the available routes before committing. A court claim can establish a legal obligation, but a judgment does not guarantee that the client has money or that you will recover it.
- Mediation: A neutral mediator may help both sides agree on payment or a compromise. GOV.UK describes mediation as confidential and usually quicker and cheaper than court, with a court claim still possible if mediation fails.
- Court claim: Check the right court, filing fee, claim limit, time limit, service rules, evidence needed, and how a judgment can be enforced in the relevant jurisdiction.
- Collection assistance: A collection agency may seek payment, but its powers are not necessarily the same as a court officer’s. In the Netherlands, government guidance distinguishes a collection agency from a bailiff, who can start proceedings and use enforcement measures.
- Insolvency-related action: In the UK, a statutory demand is a distinct route with eligibility requirements, not a routine replacement for an ordinary invoice demand. GOV.UK warns that bankruptcy or winding-up action can be costly and may not recover the debt. Seek local legal advice before considering it.
Official UK guidance on mediation, court claims, and other recovery options is available at GOV.UK: Options if you’re owed money. The practical choice depends on the amount at stake, the strength of the evidence, the cost and time involved, and whether the client can pay.
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