Chasing money is the worst part of running a trade business. You've done the work, done it well, and now you're sending awkward emails asking to be paid. Here's how to do it systematically without burning bridges.
Why Invoices Go Unpaid
Before you chase, understand why people don't pay on time:
- They forgot: Life happens. Your invoice is in a pile of post or buried in email.
- Cash flow: They want to pay but the money isn't there yet.
- Dispute: They're unhappy with something and are avoiding the conversation.
- Process: Larger companies have approval workflows. Your invoice is sitting in someone's inbox waiting to be authorised.
Each reason needs a different approach.
The Escalation Framework
Day 1: Invoice sent
Send the invoice immediately on job completion. Include clear payment terms (14 days is standard for domestic, 30 days for commercial) and make it easy to pay — online payment link, not just bank details.
Day 7: Friendly reminder
"Hi [name], just a quick note that invoice #1234 for [job description] is due on [date]. You can pay online here: [link]. Let me know if you have any questions."
Keep it light. No "overdue" language yet.
Day 14 (due date): Payment due notification
"Hi [name], invoice #1234 for £[amount] is due today. Click here to pay now: [link]. Thanks for your business."
Day 21 (7 days overdue): First overdue notice
"Hi [name], invoice #1234 for £[amount] is now 7 days overdue. I'd appreciate payment at your earliest convenience. Pay online here: [link]. If there's an issue with the work or the invoice, please let me know so we can resolve it."
The last sentence is important — it opens the door for them to raise a dispute rather than just ignoring you.
Day 30 (16 days overdue): Phone call
Stop emailing. Pick up the phone. A phone call is 10× more effective than another email. Keep it friendly but direct: "I'm following up on invoice #1234. Is everything OK? When can I expect payment?"
Day 45 (31 days overdue): Final notice
"This is a final reminder that invoice #1234 for £[amount] is now 31 days overdue. If payment is not received within 7 days, I may need to consider other options for recovering this debt. I'd prefer to resolve this directly — please contact me on [phone]."
Day 60+: Formal action
Options include: letter before action, small claims court (under £10,000), mediation, or a debt collection agency. Small claims court in England and Wales is straightforward and costs £35–£455 depending on the amount.
Automation Makes It Painless
The reason most tradespeople don't chase consistently is because it's manual and awkward. You have to remember which invoices are overdue, write the email, find the customer's details, and send it.
Gaffer's AI platform automates the entire sequence. Set your escalation schedule once, and Gaffer sends the right message at the right time. The tone escalates gradually — friendly reminder → due today → overdue → final notice.
You can customise every message template and preview each one before it's sent. If a customer replies or pays at any point, the sequence stops automatically.
The result: you get paid faster without the emotional overhead of chasing manually.
Prevention Is Better Than Chasing
The best way to deal with overdue invoices is to prevent them:
- Take deposits: 25–50% upfront on larger jobs. Standard practice and customers expect it.
- Stage payments on big jobs: Don't wait until the end of a 3-week job to invoice. Bill at milestones.
- Make it easy to pay: Gaffer Pay lets customers pay by card, bank transfer, Apple Pay or Google Pay from a link on their phone. The fewer steps, the faster they pay.
- Invoice immediately: Send the invoice the same day the job's completed, while the customer is still happy with the work.
- Clear terms from the start: Put payment terms on your quote. "Payment due within 14 days of invoice date."
Businesses using online payment links see invoices paid an average of 8 days faster than those sending bank details.