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Fast and secure invoice processing for every organization.
Fast and secure invoice processing for every organization
When a customer is not paying an invoice, it can disrupt your cash flow and impact day-to-day operations. Whether you run a large company or work independently, unpaid invoices pose real risks.
In this article, you’ll learn what to do if a customer is not paying their invoice, how to professionally follow up, and how to automate the process using Payt.
Table of contents:
There are several common reasons a customer may delay or avoid paying:
No matter the reason, maintaining a professional and structured approach improves your chances of getting paid.
Follow these five steps if you’re dealing with a customer not paying an invoice:
1. Send a polite payment reminder
Start with a professional email or letter reminding the customer of the outstanding amount. Include relevant details such as the invoice number, due date, and balance.
Example:
Dear [Customer Name],
We’re kindly reminding you of invoice [Invoice Number] for the amount of [Amount]. The due date was [Due Date], and we kindly ask that the balance be paid within [Number] days.
If you are experiencing payment difficulties, please let us know.
Best regards,
[Your Name]
2. Call the customer
If there’s no response, follow up by phone. Personal contact is often more effective than email. Confirm the invoice was received and ask when you can expect payment.
3. Send a formal notice
If the invoice still isn’t paid, send a formal demand for payment. Let the customer know you may be entitled to charge interest or collection fees if payment continues to be delayed.
4. Offer a payment plan
If the customer is experiencing temporary financial difficulties, make sure to put all agreements in writing.
5. Get a collection agency or legal help involved
If the customer continues not paying the invoice, contact a collection agency or consider legal action. Be aware that this may involve additional time and legal fees.
For freelancers and small business owners, a customer not paying for services can be especially challenging. Your income often depends on timely payments.
Stay professional and follow the same steps. Also consider:
With the right support, you’re never alone — and your chances of getting paid increase significantly.
Payt automates your entire accounts receivable process — from reminders to partnering with collection agencies. Thanks to smart follow-ups and real-time insight into payment behavior, Payt helps ensure invoices get paid 30–50% faster.
With Payt, you can:
Curious how Payt can support your business? Download our brochure or request a free demo today.
You can charge statutory interest and collection costs. If they continue to refuse, you may take legal proceedings such as filing a claim or garnishment.
Follow a clear process: reminder → formal notice → payment plan → collection or court procedure.
Stay calm, document everything, and act promptly. Avoid emotion. Tools like Payt help keep your follow-up structured and effective.
Non-payment isn’t usually a criminal offense unless fraud is involved. In those cases, stay professional, keep documentation, and act promptly.
A payment error is a mistake in the process, like using the wrong bank account number or paying the wrong amount. Always check before assuming the customer is withholding payment.
