How to still get paid—without chasing.
You did the work. Sent the invoice.
Then… silence.
No reply. No payment. Just crickets.
It’s one of the worst parts of running a business. And more common than most admit.
But the fix isn’t another awkward “just following up…”
It’s a system that makes ghosting harder to do.
What to do when a client ignores your invoice
The polite excuse:
“It must’ve slipped through the cracks.”
The real reason:
“There was no urgency, so I didn’t pay.”
If your invoice is polished but ignored, the problem isn’t formatting. It’s leverage.
You build leverage with three things: clarity, commitment, and consequences.
How to protect yourself before sending an invoice
1. Add clear payment terms to the estimate, not the invoice
If you wait until the invoice, it’s negotiable. And if it’s negotiable, it’s delayable.
Include up front:
- Exact due date
- What happens if it’s late
- Any late fee (and when it applies)
InvoiceQuick Tip: Add terms to your estimate once—we carry them over automatically.
2. Always ask for a deposit
Even a small deposit changes everything.
No deposit = no urgency.
Deposit = buy-in.
It signals: this is real, not tentative.
InvoiceQuick Tip: Set deposit rules by client or job. We’ll handle the tracking.
3. Let automation do the follow-up
You don’t need to rewrite “Just checking in…” every week.
Set auto-reminders for:
- A few days before it’s due
- On the due date
- A few days after
Add a small late fee. It works.
InvoiceQuick Tip: Late fees and reminders? Just two clicks. You’re done.
Want even more protection?
These extra steps help seal the deal:
- Have them sign the estimate or scope
- Track when the invoice is opened
- Use a client portal for easy viewing and payments
None of this needs to be complicated. Just consistent.
InvoiceQuick Tip: Every client gets a portal—no extra setup needed.
What to send when they’ve already ghosted
You don’t need to be aggressive. Just clear.
Use these 4 follow-up templates:
- The soft nudge
- The friendly reminder
- The clear boundary
- The final notice
1. The soft nudge
Use 1–2 days after sending the invoice
Subject: Just checking in on Invoice #{{number}}
Hi [Client Name],
Hope you’re doing well. Just confirming you got the invoice I sent on [Date]. Let me know if you need anything from me.
Thanks,
[Your Name]
2. The friendly reminder
Use a few days after the due date
Subject: Quick reminder: Invoice #{{number}}
Hi [Client Name],
Just a heads-up—Invoice #{{number}} for [Project Name] was due on [Due Date].
If you’ve already handled it, feel free to skip this. Otherwise, let me know if you have any questions.
Thanks,
[Your Name]
3. The clear boundary
Use when it’s officially late
Subject: Past due: Invoice #{{number}}
Hi [Client Name],
Following up on Invoice #{{number}}, due on [Due Date]. As outlined in our terms, a late fee of [X]% applies after [New Date].
If there’s a delay, just let me know. Happy to work with you.
Best,
[Your Name]
4. The final notice (pre-collections)
Use if they’ve gone completely silent
Subject: Final notice: Invoice #{{number}}
Hi [Client Name],
We’ve followed up a few times on Invoice #{{number}}, which is now [X] days overdue. Still no response.
If we don’t hear back or receive payment by [Final Date], we’ll forward this to a collections agency for resolution. That may affect your credit standing.
We’d much rather resolve this directly. Just reply and we’ll figure it out.
Thanks,
[Your Name]
Why this last step works
Most clients don’t want collections involved.
A single clear deadline usually gets a reply—even after total silence.
Pro Tip: Always give a date. Deadlines force decisions.
InvoiceQuick Tip: Add a pre-collections reminder that triggers automatically. We’ll handle it.
Final thought
You shouldn’t have to chase payments.
The work is already done. The invoice shouldn’t be the hard part.
InvoiceQuick makes it the easy part.
