Guide
How to chase an unpaid invoice without it being awkward
Updated 24 October 2026
Most tradespeople hate chasing money. It feels like nagging a customer you liked, and it eats evenings. Some even set up a fake "accounts department" email address so the reminders do not come from them. There is a better way: a fixed, polite process that runs the same for every customer.
Why chasing feels awkward, and how to fix it
Chasing is awkward because every reminder feels like a personal decision: is it too soon, will they be offended, what tone should I use? Remove the decision and most of the awkwardness goes with it. When every invoice gets the same reminders on the same days, a reminder is not an accusation. It is just how your business runs.
It also helps to remember why most invoices are late. Usually the customer forgot, or the invoice sank in a busy inbox. A short, friendly reminder is a favour, not an insult.
Before the job: make late payment less likely
- Agree payment terms in writing on the quote: when payment is due and how to pay.
- Take a deposit on larger jobs, and stage payments on longer ones. Use the deposit calculator to work out the split.
- Invoice the same day you finish. An invoice sent a fortnight later gets paid a fortnight later.
- Make paying easy. Bank details and reference on every invoice, and a card payment link if you can.
The reminder schedule that works
- Day 1 overdue: a friendly nudge. Invoice number, amount, due date, how to pay, and "if you have already paid, thank you".
- Day 7: a firm follow-up. Restate the amount and ask for payment this week or a date when it will be paid.
- Day 14: a formal warning. For a business, mention statutory late payment interest. For a homeowner, ask them to pay or agree an arrangement.
- Day 30: a final notice. Say clearly that a formal letter will follow if it is not paid within 7 days.
Copy all four, filled in with your details, from our free payment reminder templates.
Business customer or homeowner? It changes what you can do
If the customer is a business, including a sole trader, the Late Payment of Commercial Debts (Interest) Act 1998 lets you claim interest at 8% above the Bank of England base rate, plus fixed compensation of £40, £70 or £100 depending on the size of the debt. Work it out with the late payment interest calculator.
If the customer is a homeowner, that Act does not apply. You can only charge interest if it was in terms they agreed to before the job. Telling a homeowner they owe statutory interest is wrong and can backfire.
When the reminders are ignored
The next step is a formal letter. A company or organisation gets a Letter Before Action giving 14 days to pay. A homeowner, or a sole trader, must get a letter of claim under the Pre-Action Protocol for Debt Claims, which gives 30 days to respond and includes the official forms. Skipping the protocol can count against you in court. Our Letter Before Action template produces the right version.
If that is ignored too, debts up to £10,000 can usually be claimed through the small claims track, starting online with Money Claim Online. Many customers pay as soon as the formal letter arrives.
Stop doing it by hand
The simplest way to make chasing not awkward is to stop being the one who sends it. QuoteChase sends the day 1, 7, 14 and 30 reminders for you, by email and on Pro by text, stops the moment the invoice is paid, and prepares the right formal letter for business or homeowner customers at the end.
Questions
How soon can I chase an unpaid invoice?
The day after it falls due. If you did not agree a payment date, a business customer's invoice is due 30 days after they received it or the work was done, under the Late Payment Act.
How many reminders should I send before taking action?
Three or four reminders over about a month, then a formal letter. A predictable schedule of day 1, 7, 14 and 30 works well.
Can I charge a homeowner interest on a late invoice?
Only if your terms included an interest clause they agreed to before the work. Statutory late payment interest applies to business debts only. If you take a homeowner to court, you can ask the court for interest on the claim.