An unpaid invoice is rarely bad faith
With private customers as much as with businesses, the vast majority of late payments are oversights or friction: an invoice not received, bank details to ask for again, an accountant on holiday. A provider who does not follow up lets chance decide their cash flow; one who follows up early and politely gets paid, without damaging the relationship.
The schedule that works
On the due date: a friendly reminder that assumes good faith (“if payment has already been sent, please ignore this message”). At D+7: a firmer follow-up, with the amount, the missed due date and a one-click way to pay. At D+15: the phone, which unlocks what writing did not. Past D+30: the formal letter, and if necessary the formal notice. Every step stops dead as soon as payment arrives.
The message that gets you paid
Short, factual, no reproach: “Hello, unless I am mistaken, invoice no. [number] for [amount], due on [date], has not yet appeared in my account. You can pay it here: [link]. If payment has gone out in the meantime, please ignore this message.” The online payment link, where it is possible, shortens delays dramatically: paying in thirty seconds from a phone removes the last piece of friction.
Between businesses, the law backs you up
Between businesses, the law provides for a flat recovery fee of 40 euros and late payment penalties, provided they appear on your invoices and terms and conditions. You are never obliged to claim them, but simply mentioning them changes how seriously your due dates are taken.
Avoiding that situation
Three habits cut unpaid invoices at source: invoicing on the day of the job (every day the invoice waits to go out becomes a day of late payment), asking for a deposit on large amounts, and offering an immediate way to pay. An electrician or a plumber who invoices from the job is already halfway there.
The automatic follow-up
The schedule above is only worth something if it is applied to every invoice, without exception and without embarrassment. That is the job of automated invoice follow-ups: the sequence runs on its own, in your tone, stops when payment arrives, and you only step in when it is time to pick up the phone. A landscape gardener with monthly contracts, a caterer with event balances or a practice with its fees gain weeks of cash flow from it. We will show you on your own invoices, over a coffee.