Invoice Chasing: The Complete Guide to Getting Paid on Time (2025)

Updated May 2025 · 11 min read

The average UK freelancer is owed £5,400 in unpaid invoices at any given time. Most of that money isn't lost — it's just waiting for someone to chase it. This guide covers how to do that professionally, without losing clients.

Why Invoices Go Unpaid

Before assuming a client is deliberately withholding payment, consider the most common reasons:

📨

Invoice went to spam

31% of cases

😴

Genuinely forgotten

28% of cases

🔄

Waiting for internal approval

22% of cases

💸

Cash flow issues on their end

14% of cases

🚫

Disputed amount or work

4% of cases

😈

Deliberate non-payment

<2% of cases

This means 90%+ of unpaid invoices are recoverable with a simple, polite reminder. The key is having a consistent system — not relying on memory.

When to Chase: Exact Timing

The biggest mistake is waiting too long. Here's the optimal chase schedule:

Day −3

Pre-due reminder

Friendly heads-up. Builds the expectation of payment without implying they've forgotten.

Day 0

Due date

No email today — wait to see if payment arrives.

Day +3

First chase

Assume it was forgotten. Polite, brief, assume positive intent.

Day +7

Second chase

Slightly more direct. Ask for a specific payment date.

Day +14

Third chase

Firm. Mention late payment interest. CC finance contact if known.

Day +21

Final notice

Letter Before Action. Mention next steps: debt collector / court.

Invoice Chasing Email Templates

Copy, adapt, and use. Tone escalates progressively:

Email 1 — Pre-due reminder (Day −3)

Friendly

Subject: Upcoming payment — Invoice #[INV-001]

Hi [Name],

Just a quick note that Invoice #[INV-001] for £[amount] is due on [date]. Let me know if you need anything from me to process this.

Thanks,
[Your name]

Email 2 — First chase (Day +3)

Polite nudge

Subject: Invoice #[INV-001] — payment due

Hi [Name],

I hope you're well. I wanted to check in on Invoice #[INV-001] for £[amount], which was due on [date]. Perhaps it got lost in the inbox!

Could you confirm when payment will be processed? Happy to re-send the invoice or answer any questions.

Thanks,
[Your name]

Email 3 — Second chase (Day +7)

Direct

Subject: Re: Invoice #[INV-001] — now 7 days overdue

Hi [Name],

Invoice #[INV-001] for £[amount] is now 7 days past due. I haven't heard back from my previous message.

Could you let me know a specific date when payment will be made? If there's an issue with the invoice or the work, I'm happy to discuss it.

Best,
[Your name]

Email 4 — Third chase (Day +14)

Firm

Subject: Invoice #[INV-001] — final reminder before further action

Hi [Name],

Invoice #[INV-001] for £[amount] is now 14 days overdue. This is my third attempt to contact you regarding this matter.

Please arrange payment by [date + 7 days]. Under the Late Payment of Commercial Debts (Interest) Act 1998, statutory interest is now accruing at 12.25% per annum.

If I don't hear from you by [date], I will need to explore further options to recover this debt.

Regards,
[Your name]

The 4-Stage Escalation Ladder

Stage	Timing	Action	Tone
1 — Reminder	3 days before due	Email, CC yourself	Friendly
2 — Chase	3–7 days overdue	Email, offer to help	Polite
3 — Escalate	7–14 days overdue	Email + phone call	Direct
4 — Final	14–21 days overdue	LBA letter, CC director	Formal

Chasing Without Damaging Client Relationships

✅

Separate the invoice from the relationship

Frame it as an admin matter, not a personal accusation. 'Our accounts system flagged this' works better than 'you haven't paid me'.

✅

Always give them an out

Ask if there's an issue with the invoice. Maybe there's a genuine dispute. Giving them an easy way to raise concerns gets faster resolution.

✅

Be specific about dates

Don't ask 'when can you pay?' Ask 'can you confirm payment by Friday 23rd?'. Specificity gets commitments.

✅

Automate so it's not personal

When reminders come from a system rather than you personally, clients don't take it personally either. Automation removes the awkwardness.

❌

Don't threaten in email 1 or 2

Jumping to legal threats too early damages trust and signals desperation. Save firm language for stage 3+.

❌

Don't apologise for chasing

'Sorry to bother you again but...' signals that you feel guilty asking to be paid. You don't owe them an apology for invoicing.

Automating Invoice Chasing

Manual chasing is time-consuming and inconsistent. If you have more than 5 active clients, automation pays for itself within the first recovered invoice.

How Chaser automates this

✅ Sends pre-due reminder 3 days before the invoice due date
✅ Sends first chase 3 days after due date (if unpaid)
✅ Escalates automatically through 4 email stages
✅ Stops chasing immediately when payment is marked
✅ Never chases a paid client by mistake
✅ Personalised with your client's name and invoice details

Tool	Best for	Price
Chaser	Freelancers & small businesses — create invoices + auto-chase in one place	Free (3 invoices) / £12/mo
Xero	Small businesses — accounting-first with payment reminders	£15–£42/mo
FreeAgent	UK freelancers — tax-aware with automated chasing	£19/mo
Satago	SMEs — combines invoice finance with automated chasing	Custom pricing

Legal Options as Last Resort

Statutory Demand

For debts over £750 (UK). A formal demand that, if ignored, allows you to petition for insolvency. Very effective — few businesses ignore a statutory demand.

Small Claims Court (UK)

For debts up to £10,000. Costs £35–£455 depending on amount. Can be done without a lawyer. Most cases are won by default when the defendant doesn't respond.

County Court Judgment (CCJ)

If your claim is uncontested, you'll get a CCJ which damages the debtor's credit rating and allows enforcement via bailiffs.

Debt Collection Agency

Takes 15–25% commission but handles all chasing. Worth it for debts over £500 that are 60+ days overdue and not responding to your emails.

Let Chaser do the chasing for you

Create your invoice, set the due date, and Chaser automatically sends the right email at the right time — professional, personalised, and never awkward.

Start chasing automatically →

Free plan · 3 invoices · No credit card