How to chase an unpaid invoice without the awkwardness
You did the work. You sent the invoice. It's been three weeks and… nothing. Chasing money you've already earned is the worst part of working for yourself — it feels rude, even when it's completely fair.
Here's how to do it so it stays friendly, stays professional, and actually gets you paid. Three templates below, one for each stage — copy, tweak, send.
First, a few things
Give it a beat
Most people aren't dodging you — they're busy, or your invoice is sitting in an inbox they haven't opened. A friendly reminder a few days after the due date clears up most of it.
Keep it short and warm
A long, defensive email reads as anxious. Two lines, a kind tone, and one clear ask does more than three paragraphs of justifying yourself.
Make paying easy
Re-attach the invoice with your banking details right there on it. Every extra step a client has to take is another excuse to leave it for later.
Keep a record
Note when you followed up and what you said. If it ever turns serious, that quiet paper trail is exactly what you'll want to have.
The three templates
Subject: Invoice [number] — just a friendly nudge
Hi [Name], hope you're keeping well! Quick reminder that invoice [number] for [amount] was due on [date] — I've popped it below again in case it slipped through. No stress at all, just shout if you need anything from my side. Thanks so much, [You]
Subject: Invoice [number] — following up
Hi [Name], following up on invoice [number] for [amount], which was due on [date] and is now [X] days outstanding. Could you let me know when I can expect payment? Banking details are on the invoice (attached again) — happy to sort out anything that's holding it up. Thanks, [You]
Subject: Invoice [number] — final reminder
Hi [Name], a final reminder that invoice [number] for [amount] is now [X] days overdue. I'd really like to settle this amicably — please can you arrange payment by [date]? If I don't hear back I'll have to [pause further work / add the agreed late fee]. I'd much rather not; a quick reply sorts it. Thanks, [You]
If they still don't pay
Pick up the phone — a two-minute call often does what five emails couldn't. If it's gone properly cold, a written letter of demand is the next step, and for smaller amounts South Africa's Small Claims Court lets you act without a lawyer.
Going forward, the best fix is to stop it happening: ask for a deposit up front, and put your payment terms on the invoice from day one so the due date is never a surprise.
Or — don't send any of these
You shouldn't have to remember which invoice is late, or find the right words when you're annoyed.
That's the whole reason Nudge exists. It watches every invoice, and the moment one goes overdue it writes the reminder for you — pitched to how late it is — ready to send in one tap.