The best way to chase an unpaid invoice is early, friendly, and consistent — a short professional reminder soon after the due date, followed by steady follow-ups until it’s paid. Most late payments aren’t refusals; they’re oversights, and a polite nudge fixes the majority of them without any friction.
Start before it’s a problem
The most effective chase is the one that goes out the moment an invoice is a day or two overdue — while it’s fresh and before the customer has truly forgotten. Waiting three weeks to send an awkward first reminder makes the conversation harder for everyone. Early and gentle beats late and stern.
Keep it short and warm
A good reminder assumes the best: “Hi [name], just a quick reminder that invoice [number] was due [date] — no stress if it’s already on the way. Bank details are on the invoice, or you can pay online here.” No accusation, no tension. You’re helping them tidy up an oversight, not demanding money.
Escalate gently, on a schedule
If the first nudge doesn’t land, a second a week later, slightly firmer but still professional, usually does. Having a set rhythm — a few days after due, then weekly — means you’re consistent without having to think about it or work up the nerve each time.
Make it easy to pay in the same message
Every reminder should include a one-tap way to pay. If settling the invoice takes a tap on a pay-now link, a lot of reminders get actioned on the spot. Friction is the enemy of getting paid.
The version that runs itself
The awkwardness of chasing disappears entirely when it’s automatic. TradieO sends these polite reminders for you — on a sensible schedule, with a pay-now button built in — so you never have to write another “just following up” message. You do the work; the system does the chasing.
Frequently asked questions
How soon should I send the first reminder?
Within a few days of the due date, while it’s still fresh. Early is friendlier and more effective than late.
What if they still don’t pay after several reminders?
Consistent, logged follow-ups give you a clear record and usually resolve it. For persistent cases, having every reminder documented also helps if you need to escalate further.
Can I automate this without sounding like a robot?
Yes — good automated reminders are written warmly and personally, with the customer’s name and details merged in. They read like you sent them.