Step by step
Verify your own record
Check the invoice number, amount, supply date, due date, billing address, purchase order and that the customer actually received it.
Send a concise reminder
State that the invoice is overdue, attach it again, give the amount and due date, and ask for the payment date or a specific reason it cannot be approved.
Resolve disputes separately
If scope or quality is disputed, ask for the exact item and evidence. Keep the undisputed amount and payment process visible.
Escalate on a schedule
Use the customer’s finance contact and complaint route, record every promise, and decide in advance when to pause further work or seek formal advice.
Ready-to-use checklist
- Invoice details rechecked
- Correct billing contact confirmed
- Reminder sent in writing
- Promise or dispute recorded
- Next escalation date scheduled
Common problems
The client says the invoice is not on the system
Ask for the correct submission route, resubmit once with the original invoice date and request written confirmation of receipt.
The payer repeatedly promises “next week”
Ask for an exact date and reason, document it, and follow the agreed escalation process rather than restarting informally.