How to chase a late invoice without losing the customer

"I’ll transfer it tonight." Famous last words. Late invoices are a cashflow killer for every tradesperson. The trick is a sequence that gets progressively firmer without ever being rude — so if the relationship survives the chase, it’s still a relationship worth having.

Day 0 — the invoice itself

Set the terms clearly on the invoice. "Payment due: 14 days from invoice date (1 May 2026)." Not "whenever". Having a concrete date on the document removes the "I didn’t know when to pay" excuse.

Include your bank details. Every time. Don’t make the customer ask — 40% won’t.

Day 14 (due date) — the soft nudge

A short, friendly WhatsApp or email: "Hi [name], just a quick note — the invoice from last week is due today. Everything ok to settle?"

90% of honest late-payers pay within 48 hours of this message. It’s not accusatory. It assumes good faith. It gives them an easy yes.

Day 21 — the clarifier

One week past due. Email or WhatsApp: "Hi [name], invoice #0042 was due on [date] — I haven’t seen it come through yet. Can you let me know when I should expect it? Happy to send it again if it’s gone missing."

The "happy to send it again" bit is key. It closes the most common stall ("I never got it").

Day 30 — the escalation

Email with a read receipt, copy to a physical letter if possible. Now reference the legal position:

"Hi [name], your invoice #0042 is now 14 days past due. Under the Late Payment of Commercial Debts Act I’m entitled to charge statutory interest (Bank of England base + 8%) plus a fixed debt recovery fee from [due date + 30]. If the balance isn’t settled within 7 days I’ll start applying those. Please reply with a date you can pay by."

This works because most customers don’t know about statutory interest, and the threat of it — plus the possibility of fees adding up fast — tends to break logjams. It’s polite but firm. You’re telling them what will happen, not asking.

Day 45 — Letter Before Action

Legal phrase. Send a formal letter stating the amount owed, the interest, the fees, and your intention to issue a claim at the Money Claim Online service if it’s not settled in 14 days. The letter doesn’t need a solicitor — there are free templates on gov.uk.

Most customers, at this point, pay. Getting a court claim on their file is a real pain for them — and they know it.

Day 60 — Small Claims Court

If they still haven’t paid, you file a claim at Money Claim Online. The fee depends on the amount — under £300 it’s £35, up to £1,000 it’s £70, and so on. If you win, the court adds your filing fees to what they owe you.

In practice, ~80% of claims are settled before they reach a hearing. The debtor realises it’s easier to pay than defend. Of the claims that do go to hearing, you’ll likely win if you have the invoice, the work records, and proof of your chase sequence.

How to make this easier

Keep every invoice, every chase email, every WhatsApp thread. If it ever gets to court, paperwork wins.

Holdfort auto-records payment tracking — when a customer pays, how much, and what’s still outstanding. "Mr Smith paid two hundred" and the running balance updates. When the chase sequence begins, the record is already there — and you can reply EXPORT at any point to pull a ZIP of everything for small claims.

Exact message templates — copy-paste ready

Day 14 (due date) reminder

"Hi [name], quick one — invoice #[number] for £[amount] was due today. Just flagging in case it’s slipped through. My bank details are on the invoice: [sort code] [account number] if it’s easier to run it through that way. Let me know if anything’s unclear."

Day 21 clarifier

"Hi [name], invoice #[number] was due [X] days ago. Happy to re-send in case the original got buried — shall I forward to the same email, or is there a better one? Best, [your name]."

Day 30 interest warning (business customer)

"Hi [name], invoice #[number] for £[amount] is now [X] days past due. Under the Late Payment of Commercial Debts Act I’m entitled to charge statutory interest (Bank of England base rate + 8% = ~12.5% annualised) plus a fixed recovery cost (£70 for debts between £1,000 and £9,999) from the day after due date. If settled by [date 7 days from now] I’ll waive it. After that the extra goes on."

Day 45 Letter Before Action

"Dear [name], this letter is a Letter Before Action. Invoice #[number] for £[amount] issued [date] remains unpaid [X] days after the due date of [date]. Total now due including statutory interest and recovery cost: £[new total]. If full payment is not received within 14 days of this letter, I will issue a claim at the Money Claim Online service without further notice. Bank details: [details]. Reference: invoice #[number]. Regards, [name]."

Small Claims Court — what it actually costs you

If they still haven’t paid after Day 45, you file at Money Claim Online. The fees:

• Debt up to £300: £35 claim fee + £27 hearing fee (if it goes that far)
• £300.01-£500: £50 + £54
• £500.01-£1,000: £70 + £80
• £1,000.01-£1,500: £80 + £115
• £1,500.01-£3,000: £115 + £181
• £3,000.01-£5,000: £205 + £346
• £5,000.01-£10,000: £455 + £346

If you win, the court adds your fees to what they owe. If the debt is clearly liquid (a signed invoice they haven’t disputed), ~80% of cases settle between filing and the hearing because the debtor realises a CCJ on their file is expensive to carry.

When to give up

Genuinely consider writing off the debt if:

• The amount is under £300 (your fee + hearing cost eats most of it, plus your time).
• The debtor has no assets — you win the judgment but there’s nothing to enforce against.
• The debt is over 6 years old — it’s statute-barred under the Limitation Act 1980.
• You’ve got evidence the debtor is insolvent — join the creditor queue via the insolvency practitioner.

Writing off is not giving up on future invoices — add the customer to a "cash up front" list and quote differently next time. Protect yourself before taking on new work with known slow-payers.