You've done the work. Sent the invoice. And now... silence. The client who was so eager during the project has gone quiet. Sound familiar?
According to UK Government data, 1 in 3 invoices are paid late. For freelancers, this isn't just annoying — it's an existential threat. Late payments cause 20% of freelance businesses to fail within their first year.
But here's the thing: most late-paying clients aren't trying to rip you off. They're disorganised, busy, or dealing with their own cash flow issues. The key is knowing how to chase payment diplomatically while still getting what you're owed.
🚨 The Real Cost of Not Chasing
Every day you don't follow up, your chances of getting paid drop by 1%. After 90 days, you're looking at only a 50% chance of recovery. Time is literally money.
Why Freelancers Struggle with Payment Chasing
Before we get to the solution, let's be honest about why this is so hard:
- Fear of confrontation — We don't want to seem aggressive or unprofessional
- Imposter syndrome — Maybe the work wasn't good enough? Maybe they're right to delay?
- Relationship anxiety — What if they never hire me again?
- Guilt about charging — Especially if you enjoy the work
- It's just awkward — Nobody taught us how to ask for money
Here's the truth: Asking to be paid for completed work is not aggressive. It's professional.Would you expect your plumber to feel bad about sending a bill?
The 5-Step Chase Process (That Actually Works)
Step 1: The Friendly Nudge (Day 3-5 After Due Date)
Don't message the same day it's due — give them a day or two grace. Then, keep it light:
Template:
"Hi [Name]! Quick one — I noticed invoice #[X] is still showing as unpaid. Just wanted to make sure it didn't slip through the cracks. Can you confirm it's in the queue? Thanks!"
Why it works: Non-threatening, assumes good intent, easy to respond to.
Step 2: The Direct Ask (Day 7-10)
No response? Now you're asking directly, but still professional:
Template:
"Hi [Name], Following up on invoice #[X] for £[amount], which was due on [date]. Could you let me know when you expect to process this? If there are any issues with the invoice, I'm happy to clarify."
Why it works: Clear, specific, opens dialogue for potential issues.
Step 3: The Phone Call (Day 14)
Sometimes email gets lost. A quick call can resolve in 2 minutes what email can't in 2 weeks:
- "Hi [Name], just calling about invoice #[X] — wanted to check if there were any questions?"
- Get a specific date commitment: "When can I expect payment?"
- If they give a date, follow up with an email confirming it
Step 4: The Formal Notice (Day 21)
Now you mention the consequences. Under UK law, you can charge 8% + Bank of England base rate on overdue invoices:
Template:
"Dear [Name], This is a formal notice regarding invoice #[X] for £[amount], which is now [X] days overdue. Under the Late Payment of Commercial Debts Act 1998, I am entitled to charge statutory interest at [X]% per year plus a fixed compensation fee of £[40/70/100]. I would prefer to resolve this amicably. Please arrange payment within 7 days."
Step 5: Final Notice & Escalation (Day 30+)
Still nothing? Now you have options:
- Small Claims Court — For debts under £10,000, it costs just £35-115 to file
- Debt collection agency — They typically take 10-25% but handle everything
- Statutory Demand — For larger debts, this can lead to winding-up petitions
The Good News: You Can Automate All of This
The biggest barrier to getting paid isn't difficult clients — it's the mental drain of sending these emails manually. That's why smart freelancers automate.
Stop Writing Awkward Chasing Emails
RecoupIQ sends perfectly-timed, professionally-written payment reminders automatically. Set it once, and never think about chasing again.
Prevention: How to Avoid Late Payments in the First Place
The best chase is one you never have to make. Here's how to prevent late payments:
Request deposits
30-50% upfront reduces your exposure
Set clear terms
Net 14 or Net 30, stated clearly on every invoice
Make payment easy
Card payments, Direct Debit, bank transfer — offer options
Invoice immediately
Don't wait. Send invoices on project completion
Include late fees
State upfront that interest will apply to overdue invoices
Use automation
Let software handle reminders so you focus on work
Key Takeaways
- Don't delay — Every day you wait reduces your chances of getting paid
- Stay professional — Assume good intent, at least initially
- Escalate gradually — Friendly → Direct → Formal → Legal
- Know your rights — UK law lets you charge 8%+ interest
- Automate it — Remove the emotional burden by using software