Demo data shown. Brightline Electrical is a fictional business.
You have done the work, the invoice has gone out and the due date has passed. Late payment is often down to a missed email or a busy week, so start by assuming that. You can stay friendly and still be firm about the date.
Before you chase, check three things
- The invoice shows the right amount, date and payment details
- The customer actually received it
- Any part payment has been recorded, so you ask for the right balance
Asking for money that has already been paid is an easy way to damage a good relationship. Check your records first.
A simple chasing routine
Decide your timings once, then use them every time. It removes the awkward question of whether it is “too soon” to ask. The gaps below are a starting point, so adjust them to suit your customers and terms.
| When | What to do | Tone |
|---|---|---|
| A few days after the due date | Send a short email or text | Friendly, assumes it was missed |
| About a week later | Send a second message and ask for a date | Direct, still polite |
| About two weeks later | Phone them | Calm, and agree what happens next |
| After that | Send a final written notice | Formal, states your next step |
Three messages you can copy
Hi [name], just a quick note that invoice [number] for [amount] was due on [date]. It may already be on its way, but could you let me know when to expect it? I’ve attached a copy. Thanks, [your name]
Hi [name], invoice [number] for [amount] is now [number] days overdue. Could you confirm the date you will pay it? If something about the job or the invoice is holding this up, tell me and I’ll sort it out. Thanks, [your name]
Hi [name], despite my earlier messages, invoice [number] for [amount] remains unpaid. Please pay in full by [date]. If I do not receive payment or hear from you by then, I will need to consider my next steps for recovering the debt. Regards, [your name]
If they can only pay part of it
An agreed part payment now is often better than nothing for weeks. Agree the dates in writing and record each payment as it comes in, so the remaining balance stays clear for both of you.
Make the next one less likely
- Put the due date and payment details on every invoice
- Invoice as soon as the work is done, while it is fresh
- Use a deposit and stage payments on larger jobs, so less is at risk
- Set the same payment terms for everyone, on the quote as well as the invoice
JobPebbo shows outstanding, overdue and collected totals on the dashboard, so you have a list to work from. It does not send reminders to customers, so the messages above come from you. If a debt stays unpaid, check your local rules or get advice before taking formal steps such as charging interest or going to court.
Try it on your next job.
JobPebbo is free to use and runs in your browser, with nothing to install.
Common questions
How soon should I chase an unpaid invoice?
A few days after the due date is a sensible first reminder. Pick your timings once and use them for every customer.
Does JobPebbo send payment reminders automatically?
No. JobPebbo shows you what is overdue, but customer reminders are sent by you.
How do I record a part payment?
Record it against the invoice in JobPebbo. The status changes to Partially Paid and the remaining balance is shown.