Invoice not paid

What to do now (safe route)

Stop. Answer these two questions:

• Q1: Is the work delivered and accepted (or at least acknowledged) by the client?
• Q2: Did the client confirm payment status + ETA in writing?

How to verify safely (process)

1. Confirm terms: invoice due date, payment terms (Net 7/14/30), and method.
2. Confirm acceptance: written approval, “delivered” status, or platform completion.
3. Acceptance signals: “looks good”, approval message, merged PR, delivered milestone, platform marked complete.
4. Confirm payment path: client AP/finance workflow, platform escrow, or direct transfer.
5. Check for bank detail change requests: if anyone asks to “update details” via email, treat as high risk.
6. Ask for a reference: transfer ID / remittance advice from AP (not a screenshot).
7. Keep one thread: subject line stays constant to reduce “lost email” excuses.

If you need money today

• Ask for a partial payment today and the remainder on a fixed date.
• Ask for split payment (e.g., 50/50) if approvals are stuck.
• Ask to involve AP/Finance directly (copy them) for a same-day confirmation.

This is not legal advice. It’s the fastest practical path to reduce damage.

Timeline: when to escalate

High-risk signs (stalling, diversion, or dispute)

• Refund scam: they ask you to refund something before paying (overpayment/refund trap).
• “We changed bank details — send your details again.”
• Any request to open attachments or install software to “confirm payment.”
• “Payment screenshot” with no reference/transfer ID.
• Repeated vague phrases: “soon”, “next week”, “we’re checking.”
• Invoice is “approved” but nobody can name the payer/owner in AP.

Copy-ready templates

Subject: Invoice [#] — payment status?

Hi [Name],

Quick check-in on invoice [#] for [project/work], due on [date].
Could you confirm the payment status and expected payment date?

For reference:
- Invoice amount: [amount]
- Due date: [date]
- Payment method: [bank transfer / platform / etc.]

Thanks,
[Your name]
      

Subject: Invoice [#] overdue — request ETA in writing

Hi [Name],

Invoice [#] (due [date]) is still unpaid.
Please confirm:
1) That the work is accepted/approved, and the invoice is queued for payment
2) The exact payment date (ETA) and payment method
3) Who owns the approval/payment in AP/Finance (name or shared mailbox)

For security: I’m not changing bank details via email.
If any bank info needs confirmation, please direct me to your official portal/workflow.

Thanks,
[Your name]
      

Subject: Invoice [#] overdue — request confirmation by [date]

Hi [Name],

Invoice [#] (due [date]) remains unpaid.
Please confirm by [date/time]:
- Payment date (ETA) in writing
- Payment method and reference/transfer ID (if already initiated)
- AP/Finance owner responsible for processing

If I don’t receive a confirmed ETA by [date/time], I’ll escalate through the contract/platform dispute process based on our agreement.

Thanks,
[Your name]
      

Risk levels

FAQ

What should I do first when an invoice is not paid?

Confirm two things: (1) the invoice is actually overdue (after the due date, based on Net terms), and (2) the work is accepted (approval message, delivered milestone, merged PR, platform marked complete). Then ask for a specific ETA in writing.

How do I write a past due invoice email that gets paid?

Keep it short and specific: invoice number, due date, amount, and one question: “What is the exact payment date?”. Avoid emotion. If you don’t get a date, escalate by copying AP/Finance and asking who owns payment approval.

My client is ignoring my invoice — what do I do?

Switch from “reminder” to “owner + date”: ask who owns payment (AP/Finance) and request an ETA by a clear deadline. Keep one email thread and document responses. Silence + no ETA is a high-risk signal.

When is an invoice considered overdue (Net 7/14/30)?

“Overdue” starts after the due date. If your terms are Net 30, the invoice is not overdue on day 10 — it becomes overdue on day 31. Use your contract or invoice terms as the source of truth.

Should I charge a late fee for an unpaid invoice?

Only if your contract or invoice terms allow it. If you didn’t agree on late fees upfront, don’t invent penalties mid-stream. A safer move is to request a fixed payment date and escalate to the payer/decision-maker.

What proof of acceptance is “good enough” if the client disputes later?

Strong acceptance signals include: “Looks good / approved” in writing, a delivered milestone confirmation, a merged PR, sign-off in project tools, or the platform marking the job complete. Save screenshots and links.

Is a “payment screenshot” reliable proof that they paid?

Not really. Screenshots are easy to fake and often hide key details. Ask for a transfer/reference ID or remittance advice from AP/Finance. Those are harder to fake and more actionable.

What if the client asks me to change bank details or “confirm IBAN” by email?

Treat it as high risk. Payment diversion scams often start with “update details” requests. Only change payment info through an official portal/workflow you already trust — not via email attachments or links.

What is the “refund scam” and how does it connect to unpaid invoices?

A common trap is: they claim they “overpaid” or “paid to the wrong account” and ask you to refund before you receive anything. Do not send money back based on messages or screenshots. Verify the original payment through official channels first.

How many invoice reminders should I send before escalating?

Don’t count reminders — count outcomes. If you don’t have a written ETA after 1–2 follow-ups, escalate by copying AP/Finance and requesting an owner and a fixed payment date.

What if the invoice is approved but still not paid?

That usually means the issue is in the payment workflow (AP queue, approvals, batch runs). Ask who owns the payment step, request an ETA in writing, and ask for the payment reference once initiated.

What if the client refuses to pay or keeps delaying forever?

If there is no ETA and the pattern is avoidance, treat it as a dispute/non-payment situation. Document delivery and acceptance, escalate to the decision-maker, and follow your contract or platform dispute path. This page avoids legal advice — the key is clean documentation + clear escalation.

If an unpaid invoice turns into one of these situations

• Chargeback from client — when payment disputes turn into reversals
• Contract termination notice — non-payment triggering contract exit or suspension
• Salary payment delayed — similar timing issues on the employment side
• Negative balance — cash-flow impact while waiting for payment
• Timesheet rejected — work approved issues blocking invoicing

Follow the page that matches what happened next — dispute, termination, or cash-flow pressure — not the original invoice problem.

External concepts

• FTC: Avoid phishing scams
• FBI IC3: Business Email Compromise (payment diversion)
• CISA: Recognize and report phishing
• UK NCSC: Phishing guidance