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5 Invoice Follow-Up Best Practices That Actually Get You Paid

•Billza Team
paymentstipsfollow-upbusiness

5 Invoice Follow-Up Best Practices That Actually Get You Paid

Late payments are a reality of business, but how you handle them makes all the difference. Here are five proven strategies for following up on invoices while maintaining great client relationships.

1. Set Clear Payment Terms Upfront

Prevention is better than cure. Before you even send an invoice:

  • Be explicit: State payment terms in your contract
  • Include due dates: Always specify when payment is expected
  • Outline late fees: If you charge them, make it clear
  • Offer payment options: Make it easy for clients to pay

2. Send Timely Reminders

Don't wait until an invoice is overdue to remind clients:

Recommended Timeline:

  • 7 days before due: Friendly reminder
  • On due date: Payment due notification
  • 7 days after due: First overdue notice
  • 14 days after due: Second overdue notice
  • 30 days after due: Final notice

With Billza's automated follow-ups, this happens automatically!

3. Keep It Professional and Friendly

Your tone matters. Here's what works:

Do:

  • Use a warm, professional tone
  • Reference the specific invoice number
  • Include a direct payment link
  • Express appreciation for their business

Don't:

  • Be aggressive or threatening
  • Assume the worst
  • Make it personal
  • Forget to include payment details

4. Make Payment Easy

Remove friction from the payment process:

  • Provide multiple payment methods
  • Include a direct "Pay Now" button
  • Ensure invoices are mobile-friendly
  • Accept partial payments when appropriate

5. Know When to Escalate

If friendly reminders aren't working:

  1. Call directly: Sometimes email gets lost
  2. Offer payment plans: Be flexible when possible
  3. Involve leadership: Copy their accounts payable
  4. Document everything: Keep records of all communication
  5. Consider collections: As a last resort

Automate Your Follow-Ups

Manual follow-ups are time-consuming and easy to forget. Billza's automated follow-up system:

  • Sends reminders on your schedule
  • Tracks response rates
  • Personalizes each message
  • Saves you hours every week

Conclusion

Following up on invoices doesn't have to be awkward. With the right approach and tools, you can get paid faster while strengthening client relationships.

Start automating your invoice follow-ups with Billza today!