The invoice went out. The due date came and went. Now you are looking at it on the kitchen table, or your spouse is looking at it in the books, and nobody wants to be the one to call.
Most customers who pay late are not dodging you. The email got buried, the invoice went to the wrong inbox, or they meant to pay on Friday and then the week ran away on them. Treat it that way and you will get paid more often, and you will still get the next job.
What makes it hard is not knowing what to say. So here are plain scripts for day 1, day 7 and day 14 after the due date. Change the words so they sound like you.
Before You Send Anything
Take two minutes and check the basics. Did the invoice go to the right email or number? Is the job number and amount correct? Did you agree on anything different, like paying in two parts? Sometimes an "overdue" invoice is a simple mix-up on your end, and it is a lot easier to fix that before you send a stern note.
Also keep your tone the same from start to finish. You are not angry on day 1 and you are not begging on day 14. You are a business that expects to be paid on the terms you both agreed to.
Day 1: The Friendly Nudge
The day after the due date, send a short text or email. Keep it light. Assume they just missed it.
"Hi [Name], quick note that invoice [number] for the [job] was due yesterday. I've attached a copy in case the first one got lost. Let me know if you need anything from me. Thanks again for the work."
That is it. No guilt, no deadline. Attach the invoice again so they do not have to go digging. If you take payments by e-transfer or cheque, say which one works best for you.
Day 7: The Clear Follow-Up
A week later, if you have heard nothing, pick up the phone or send a firmer message. A call is better if you know them, because a real voice gets a real answer. Here is a script for either one.
"Hi [Name], it's [your name] from [company]. I'm following up on invoice [number] for the [job]. It's now a week past due. Can you tell me when I can expect payment? If there's a problem with the work or the invoice, I'd like to hear it so we can sort it out."
Two things matter here. First, you asked for a date. A vague "soon" is not an answer, and a date gives you something to hold them to. Second, you opened the door for a problem. Sometimes the real reason is that they are unhappy about something small and never said so. Better to hear that now.
If they give you a date, write it down and send a short message to confirm it: "Thanks, I have you down for payment by Friday." Now you both have it in writing.
Day 14: The Firm Notice
Two weeks past due is where you stop being casual. You are still polite, but you are clear about what happens next. Send this by email so there is a record, and follow it with a call if you can.
"Hi [Name], invoice [number] for the [job] is now two weeks past due and I haven't been able to reach you about it. Please arrange payment by [date, a few days out]. If something is holding it up, call or write me before then and we'll work it out. After that date I'll have to look at next steps, including any late-payment terms we agreed to. I'd much rather just get this settled."
Notice what this does. It gives one firm date. It invites a conversation. It mentions next steps without making threats. And it only brings up late fees if your quote or invoice already said so. Do not invent a penalty after the fact.
When Day 14 Does Not Work
Some invoices still do not get paid. At that point, look at what you can do without burning every bridge. You might offer a payment plan in writing, with set dates. You might stop further work until the balance is cleared. And if it is a large amount, it may be time to talk to a lawyer or look at small claims in your province. Every province and state has its own rules and limits, so check the process where you work instead of guessing.
Whatever you do, keep your records straight: the quote, any messages, the dates you followed up, and proof the work was done. If it ever gets that far, a clean paper trail is your best friend.
Make the Next One Easier
- Put the terms on the quote and the invoice. Due date, how you want to be paid, and any late terms. Customers respect what is written down.
- Send the invoice the day the job wraps. A fresh job gets paid faster than a stale one.
- Check who owes you once a week. Ten minutes on Monday beats a panic at month end.
- Set your follow-up days in advance. If you already know you will message on day 1, 7 and 14, it stops feeling personal.
Asking for money is uncomfortable, but it is part of running the business. Do it early, do it calmly, and most customers will pay and call you again. The ones who will not were probably not going to be good customers anyway.
Truck Cab Ops helps small trade crews keep track of who owes them and what is overdue, so follow-ups happen on time instead of when you finally remember.
If you would like to see what that looks like with your own paperwork, the first look is free.
Get a free look at one month of your paperwork