Ever found yourself frustrated by tracking down payments, sending multiple follow-ups, or dealing with consistently late-paying customers? You’re not alone. After all, invoicing a client should be straightforward. But unpaid invoices not only affect your cash flow, they also eat into your time and increase stress.
Fortunately, there are ways to handle this professionally. With the right tone, timing, and tools, you can take back control of your billing process and get paid faster, without straining client relationships.
1. Make Payment Convenient
A common yet often overlooked reason for late payments is inconvenience. So, it's also worth considering whether your payment process might be causing the delay. In this case, offering online payment options can eliminate barriers. When you sign up for Maya Business, for instance, you can leverage Maya Invoice Payments, a powerful solution for invoice payment online that lets you create and send online invoices directly to your clients, even if you don’t have a website with a payment gateway.
Invoices can be shared via email, making it simple to reach your clients wherever they are. Each invoice can also be paid using a variety of payment methods, including credit cards, debit cards, e-wallets, or QR Ph, making it easier for the customer you are billing to pay with their preferred method.
On top of these, Maya Invoice Payments lets you quickly generate invoices using fully customizable templates, ensuring that they reflect your brand identity and sending the message to customers that these are formal and official billing documents that need to be taken seriously and settled promptly.
2. Send the Right Messages
It’s important to remember that sometimes, clients just forget. They might be swamped with deadlines, meetings, or personal obligations. Therefore, a simple reminder can be helpful to them. In fact, you don’t even need to wait until the due date has passed. Sending a short, polite reminder two to three days before the deadline can help prevent delays altogether. You might write something like:
“Hi [Client’s Name], just a quick reminder that invoice [#] is due on [Date]. Let me know if you have any questions.”
This friendly nudge also gives them a chance to raise any issues before the due date. Additionally, re-attaching the invoice saves them time and reduces back-and-forth communication.
However, if the due date passes without payment, be sure to follow up promptly. According to research, businesses that follow up on their invoices are far more likely to be paid within a week. Since it’s an online tool, Maya Invoice Payments makes it easier for you to create and send an online invoice to and from anywhere in the world. Sending a reminder around three days after the due date helps you stay visible and shows that you’re keeping an eye on your finances.
But let’s say you’ve already followed up three days, seven days, and 30 days after the due date. At this point, a final reminder is in order. This message should still be polite, but should clearly communicate that you’re reaching the end of your patience:
“Hi [Client’s Name], I’ve followed up a few times regarding invoice [#], which is now overdue by [X] days. I’d appreciate it if you could confirm when the payment will be made. If you’re experiencing any challenges, I’m happy to discuss options. Thank you.”
This way, you maintain professionalism while expressing urgency.
It’s also important to note that as your follow-up process continues, it’s important to keep a log of each reminder you send. This includes the date, time, and content of each message. By doing so, you protect yourself if you ever need to escalate the issue legally.
3. Use Multiple Channels to Get in Touch
If an email reminder doesn’t receive a response, don’t stop there. Instead, try another approach. Giving the client a quick phone call can often resolve the issue more effectively. During the call, explain politely how the delayed payment is affecting your operations. For example, you might say:
“I completely understand that delays happen, but I also have team salaries and business expenses I need to settle. Could we agree on a specific date for the payment?”
At this point, some clients may open up about cash flow problems and request to pay in installments. If that’s acceptable to you, follow up with a written agreement for clarity and documentation.
4. Know When to Pause Work
Eventually, if the client has not paid and is not responding, you may need to take a firmer stance. At this stage, it's perfectly acceptable to pause services. Let the client know politely that you won’t continue with any new tasks until outstanding invoices are paid. You might say:
“Before we proceed with the next phase, I’d like to settle the balance from the last invoice. Let me know once that’s been resolved.”
While you might risk losing the client, you also protect your business from further losses. Clients who value your work will likely understand and make payment quickly.
5. Consider Legal Action Only If Necessary
In rare cases, all of your follow-ups may go unanswered. If the unpaid invoice is significant and the client refuses to respond, you might have no choice but to escalate. Legal action can be costly and time-consuming, but sometimes it’s necessary. You might consider consulting a lawyer, approaching a small claims court, or working with a debt collection agency. However, use this option only after exhausting all other avenues. Often, a final formal notice is enough to motivate a reluctant client to settle the bill.
Simplify Billing with Maya Invoice Payments
Chasing overdue invoices doesn’t have to feel confrontational. With a calm, consistent strategy and helpful tools from Maya Business, you can protect your cash flow and preserve valuable client relationships.
Need a tailored solution? Sign up for Maya Business and ask for a customized package for your business for hassle-free billing.
Setting up a Maya Business account lets you open a Maya Business Deposit account and use it as your settlement account. With an industry-leading 2.5% per annum interest rate, you’ll earn PHP 25,000 in interest per year on a PHP 1 million deposit. Furthermore, you’ll be able to send money to your partners and suppliers for free via InstaPay and PESONet, letting you save more.
Signing up also qualifies you for a no-collateral Maya Flexi Loan offer of up to PHP 2 million in just 3 months, allowing you to have another funding source to further develop your business. Just use Maya as your primary processor for all wallet and card payments. The more you use our solutions, the better the loan offer will be.
Sign up for Maya Business today to enjoy the benefits of Maya Business solutions.
