How many follow-ups is too many?

Five touchpoints over 30 days (pre-due, Day 1, 7, 14, 30) is standard for B2B. More than one email per week after Day 14 feels aggressive unless the amount is large or the client stopped responding entirely.

Should I call before emailing?

Email first. It creates a paper trail AP can forward internally. Call on Day 30 if emails go unanswered, or earlier if the amount exceeds $5,000 and the client is usually responsive by phone.

What if the client says they never received the invoice?

Resend immediately with read receipt, copy their AP contact, and ask for the correct billing email for future invoices. Do not restart the due-date clock unless you agreed to that in writing. The original due date still applies.

Can I charge late fees in the follow-up emails?

Reference your late-fee policy starting at Day 7, but only charge fees if they were stated on the original invoice and contract. Surprise fees after the fact are harder to enforce and damage trust.

Should I stop work if payment is overdue?

For project-based work, yes. Include a clause in your contract that work pauses after 7–14 days overdue on any invoice. For retainers, give 30 days notice before terminating. Always communicate the pause in writing before stopping deliverables.

How to Ask for Payment Professionally: Follow-Up Timeline and Email Templates

A day-by-day follow-up schedule from pre-due reminder through final notice, five copy-paste payment request emails, tone rules that preserve client relationships, and FAQ for awkward payment conversations.

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