How to chase an invoice politely and still get paid
Friday 22nd August 2025
Last updated: 4th October 2025
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Cash flow challenge: My clients are slow to pay, but I don’t want to come across as rude or unprofessional when chasing them.
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Perfect for: SMEs and freelancers who rely on timely payments to manage cash flow and want to protect client relationships.
Novuna helps businesses unlock cash tied up in unpaid invoices, either through our award winning in-house service or by comparing the market to find the best funding solution for your needs.
We take the pressure off chasing payments, giving you the choice to either recover funds directly or smooth out cash flow with finance options.
Why invoice chasing matters
Late payments can be one of the most stressful parts of running a business. You need to keep cash flowing to pay staff, suppliers, and overheads, but constant chasing can feel awkward. Striking the right balance between firm and polite is key it shows professionalism while reminding clients you take payment seriously.
Practical steps to chase an invoice politely
1. Start with a gentle reminder
As soon as an invoice becomes overdue, send a polite reminder. Keep the tone light - assume the client may have simply overlooked it.
Example email:
Subject: Friendly reminder – Invoice [#1234]
Dear [Client Name],
I hope you’re well. I just wanted to remind you that invoice [#1234] for £[amount] was due on [date]. If it’s already been paid, please ignore this message. Otherwise, we’d appreciate it if you could arrange payment at your earliest convenience.
Many thanks,
[Your Name]
2. Use clear but professional language
If the first reminder doesn’t work, make the next message firmer while staying professional.
Example email:
Subject: Overdue invoice – action required
Hi [Client Name],
Our records show that invoice [#1234] for £[amount], due on [date], has not yet been settled. We’d be grateful if you could confirm when payment will be made. If there’s an issue with the invoice, please let us know so we can resolve it quickly.
Best regards,
[Your Name]
3. Pick up the phone
A short phone call often gets quicker results than another email. Keep it polite:
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“I just wanted to check if everything is ok with the invoice we sent over.”
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“Could you let me know when payment is likely to be made?”
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“Is there anything you need from me to help process this?”
4. Offer flexible options
Sometimes late payment is down to cash flow struggles on the client’s side. You might say:
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“If splitting the payment would help, we can arrange that.”
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“Would a payment plan make it easier for you to settle this?”
5. Escalate politely if needed
If payment still doesn’t arrive, it’s reasonable to warn of next steps while keeping your tone professional.
Example email:
Subject: Invoice #[Invoice Number] is overdue (Gentle reminder)
Subject: Final reminder – Invoice [#1234]
Hi [Client Name],
This is a final reminder that invoice [#1234] for £[amount], originally due on [date], remains unpaid. If payment is not received within the next [X] days, we may need to suspend services or pass the account to our collections team.
Please arrange payment as soon as possible to avoid further action.
Thank you,
[Your Name]
When to bring in expert support
Chasing unpaid invoices can eat up valuable time. For some businesses, outsourcing collections or using invoice finance to unlock the value of unpaid invoices is the smarter option. It ensures cash flow stays steady without putting client relationships under pressure.
How Novuna Business Cash Flow helps
We work with businesses across industries to reduce the stress of late payments. Whether you want to fund against your unpaid invoices, outsource collections, or simply compare providers to get the best deal, we make sure you find the right solution.
