How to Chase Unpaid Invoices Without Burning Client Relationships

You did the work. You sent the invoice. And now you're refreshing your bank account like it's a football score. Here's the complete freelancer's guide to chasing unpaid invoices — step by step, from first nudge to final legal option — without torching the relationships you've worked hard to build.

The Reality of Unpaid Invoices for Freelancers

If you're Googling "how to chase unpaid invoices as a freelancer," you're not alone — and you're not doing anything wrong. Late payment is the single biggest cash flow problem facing independent workers in the UK and beyond.

The numbers are grim. According to research from the Federation of Small Businesses, over 50% of UK freelancers experience late payment on a regular basis. The average overdue invoice sits unpaid for 22 days past its due date. For freelancers without a financial buffer, that gap can mean missed rent, deferred tax payments, and genuine stress.

And yet, most freelancers still feel awkward chasing the money. We worry about seeming "difficult." We tell ourselves the client is probably just busy. We wait another week. Then another. And by the time we finally follow up, the invoice has slipped so far down the client's priority list that recovering it becomes genuinely hard.

This guide is here to fix that. It's a step-by-step escalation framework — from a friendly "just checking in" email all the way to formal legal recovery — with exact scripts you can copy, paste, and send today. Every step is designed to be professional, firm, and relationship-preserving.

Because the truth is: chasing what you're owed isn't rude. It's business. And doing it well is a skill that'll serve you for your entire freelance career.

The Right Mindset Before You Chase

Before we get into the step-by-step process, let's set the mental foundation. How you think about invoice chasing determines how you do it — and whether you actually follow through.

Assume good intentions first. The vast majority of late payments aren't malicious. They're the result of busy inboxes, slow accounts departments, internal approval bottlenecks, or simple forgetfulness. Your first few follow-ups should reflect this assumption.

Remember: you're a business, not a charity. You delivered a service. An invoice is a legal document requesting payment for that service. Following up on it is no different from any other business operation — it's simply how commerce works.

Separate the person from the problem. You might love working with this client. You might want to work with them again. That's fine — and it's exactly why a structured, professional follow-up process exists. It keeps things businesslike so emotions don't take over.

Have a process, not a panic. The biggest mistake freelancers make is having no system. They wait, stew, and then fire off an emotionally charged email at 11pm on a Sunday. Don't be that person. Follow the steps below, spaced out over time, and let the process do the work.

The moment an invoice passes its due date, you follow up. Not next week. Not when you've mustered the courage. Now.

This first touchpoint is deliberately soft. You're giving the client a face-saving "oh, you probably just missed this" out. Nine times out of ten, this is all it takes.

What to do if they reply with a date: Brilliant. Thank them, note the date, and set a reminder to follow up one day after if payment hasn't arrived. Don't leave it to chance.

What to do if they don't reply: Wait 5–7 days, then move to Step 2.

Still nothing? Time to increase the clarity. This email is warmer than a legal letter but cooler than a friendly nudge. You're explicitly asking for a commitment — a date, a confirmation, or an explanation.

At this stage, consider whether there's a different person you should be contacting. Sometimes your day-to-day contact isn't the person who processes payments. Ask: "Is there someone in accounts I should send this to directly?" — it shows initiative and often unblocks things immediately.

Two to three weeks overdue. Emails haven't worked. It's time to pick up the phone or send a very direct written message.

Why a phone call matters: Emails are easy to ignore. A phone call — even a brief, friendly one — is much harder to brush off. It humanises you, creates a real-time commitment, and often reveals the actual reason for the delay (budget freeze, staff changes, lost invoice, etc.).

Key rules for the call:

• Keep it short and businesslike — under 5 minutes.
• Don't apologise for calling. You're owed money. This is reasonable.
• Get a specific date, not "soon" or "next week probably."
• Follow up with a brief email confirming what was agreed: "Thanks for the chat — just confirming you'll have the payment processed by [DATE]."

A month overdue. This is where the tone shifts from collaborative to formal. You're still professional — but the language is now explicitly structured and references your contractual terms.

This is the final warning before legal proceedings. A "Letter Before Action" (LBA) is a formal legal concept in the UK — it tells the debtor that if they don't pay within a specified period (usually 14 days), you will issue a court claim.

You don't need a solicitor to send one, though having one review it can add gravitas. The important thing is that it's clearly labelled, specific, and gives a final deadline.

Send it by recorded delivery or tracked email. You want proof it was received. Keep a copy for your records.

If you've followed every step above and the invoice is still unpaid after 60 days, you have several concrete options. None of them require a lawyer (though one is optional), and all of them are well-established routes for UK freelancers.

Option A: Money Claim Online (Small Claims Court)

The UK government's Money Claim Online service lets you file a court claim for debts up to £100,000. For claims under £10,000, it goes through the small claims track — designed to be simple enough to handle without a solicitor.

• Cost: Court fees range from £35 (claims up to £300) to £455 (claims up to £10,000). You can add this to the amount you're claiming.
• Process: You submit your claim online, the defendant has 14 days to respond, and if they don't, you can request a default judgment.
• Result: A County Court Judgment (CCJ) against the debtor, which stays on their credit record for six years.

Option B: Debt Collection Agency

A professional collections agency will chase the debt on your behalf — usually for a percentage of the recovered amount (typically 10–25%) or a fixed fee. They know how to apply pressure within the law, and the mere fact that a third party is involved often prompts payment.

Look for agencies that are members of the Credit Services Association (CSA) and that operate on a "no recovery, no fee" basis if possible.

Option C: Mediation

If the relationship matters and you believe the client is acting in good faith but struggling financially, mediation is an option. The Civil Mediation Council can help. Some courts also offer free mediation for small claims.

Option D: Solicitor's Letter

A formal letter from a solicitor can cost as little as £50–150 and carries significant weight. For many debtors, receiving a letter on a law firm's letterhead is the wake-up call they need.

How to Prevent Unpaid Invoices in the First Place

Chasing is a cure. Prevention is better. Here's what the freelancers who rarely deal with late payments do differently:

• Get a written contract — always. Even for small jobs. It doesn't need to be 20 pages; a clear scope, price, payment terms, change-order clause, and late payment clause is enough. The law supports you even without one, but a contract removes all ambiguity.
• Take deposits upfront. 25–50% before work begins is standard practice. It filters out non-serious clients and reduces your risk. For larger projects, use milestone payments to keep cash flowing throughout.
• Invoice promptly. Send invoices the day the work is delivered — or at each milestone. Delays on your end breed delays on theirs.
• Set shorter payment terms. NET 14 is perfectly reasonable for freelancers. NET 30 is generous. NET 7 is increasingly common for smaller projects.
• Offer easy payment methods. Bank transfer, card payment via Stripe, PayPal — the fewer barriers, the faster you get paid.
• Send a pre-due-date reminder. A simple "heads up — this invoice is due in 3 days" message prevents a surprising number of late payments.
• Automate your follow-ups. Set up a system that sends reminders automatically at 1, 7, 14, and 30 days overdue. You focus on the work; the system handles the chasing.

That last point is the one most freelancers skip — and it's the one that makes the biggest difference. When your follow-up process is automated, it's consistent, timely, and emotionless. No more "I'll send it tomorrow" procrastination. No more agonising over the wording at midnight.

Frequently Asked Questions

How long should I wait before chasing an unpaid invoice?

Don't wait at all. Send your first polite follow-up 1–3 days after the due date. Research consistently shows that the sooner you follow up, the faster you get paid. Waiting weeks only normalises the delay.

Can I charge interest on late invoices in the UK?

Yes. Under the Late Payment of Commercial Debts (Interest) Act 1998, you can charge 8% plus the Bank of England base rate per year on B2B invoices, plus a fixed compensation of £40–£100 depending on the size of the debt. This applies automatically — you don't need to include it in your contract (though it helps). See our full guide on how to add late fees to your freelance invoices, and use our late payment interest calculator to work out the exact amount.

What if the client disputes the invoice?

Listen to their concern, respond in writing, and try to resolve it quickly. If the dispute is genuine (e.g., they believe the work wasn't completed), negotiate in good faith. If it's a stalling tactic, document everything and continue your escalation process. Courts look favourably on freelancers who can show clear communication and attempts to resolve.

Should I stop working for a client who hasn't paid?

Generally, yes — or at least pause. Continuing to deliver work while unpaid invoices stack up increases your risk exposure. Politely inform the client that you'll need to pause further work until the outstanding balance is cleared. This is standard business practice, not a threat.

Is it worth going to court for a small invoice?

For invoices over £300–500, the UK's small claims process is straightforward and relatively low-cost. For smaller amounts, the court fees may not be worthwhile — but a Letter Before Action mentioning potential proceedings can still be effective.

Stop Chasing — Start Automating

You now have the full playbook — from a friendly Day 1 nudge to a formal Letter Before Action. But let's be honest: knowing what to do and actually doing it consistently are two very different things.

Most freelancers fall off at Step 2. They send one reminder, feel awkward, and then... nothing. Weeks pass. The invoice slips. The money disappears.

That's exactly why we built an automated follow-up system. Set your schedule once, and your reminders go out automatically — the right message, the right tone, the right time. You never have to draft an awkward email again.

And if you'd prefer a done-for-you pack of every payment reminder email you'll ever need — from gentle nudge to formal notice — the Late Payment Email Swipe File is just £7. Fifteen professionally written templates, ready to copy, paste, and customise. Get it here.

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Written by the team at Landolio — tools and templates for freelancers who'd rather do great work than chase payments.