Last year a client ghosted me after I delivered a project. £2,400 invoice, read receipts on, zero response.
Here's the exact escalation process I now follow. It's boring, methodical, and it works.
The timeline
Day 1 (due date): Friendly reminder
Subject: Invoice #INV-042 — payment due today
Hi [Name], just a quick note that invoice #INV-042 for £2,400 was due today. Could you confirm when payment will be processed? Happy to resend if needed.
No drama. No passive aggression. Just a factual nudge.
Day 7: Follow up
If nothing, I follow up. Same tone but I add a specific ask:
Could you let me know by [date] when I can expect payment?
Asking for a date forces a concrete response rather than "yeah I'll sort it."
Day 14: Mention terms
Now I reference the contract:
As per our agreement, payment was due within 14 days of invoice. The outstanding amount is £2,400. Please arrange payment by [date].
I also mention that statutory interest applies under the Late Payment of Commercial Debts (Interest) Act 1998. Currently that's 8% + Bank of England base rate per year, plus a fixed compensation of £40-£100 depending on debt size.
Calculate exactly what you're owed →
Day 21: Formal notice
This is where most freelancers give up. Don't.
I send a formal letter (email is fine legally, but I also send recorded delivery):
This is a formal notice that invoice #INV-042 for £2,400 remains unpaid, now 21 days overdue. If payment is not received within 14 days, I will begin formal recovery proceedings.
I've found that the words "formal recovery proceedings" are remarkably effective.
Day 35: Letter Before Action
If still nothing, I send a Letter Before Action (LBA). This is the legal precursor to a county court claim. You give them 14 days to pay or propose a payment plan.
The LBA needs to include:
- The amount owed (including any statutory interest)
- How the debt arose
- What you've already done to resolve it
- The deadline (14 days minimum)
- What happens next (court claim)
Day 49+: Small claims court
For amounts under £10,000, you can file online at money claims online. Costs £35-£455 depending on the claim amount. You don't need a solicitor.
In practice, most clients pay at the LBA stage. The ones who don't are usually worth pursuing through small claims — the process is designed for individuals and it's straightforward.
What actually prevents this
The best invoice recovery system is one you never need:
- Get a deposit — 30-50% upfront, non-refundable against time spent
- Use milestone payments — never be more than 2 weeks of work ahead of payment
- Written terms — even a one-page agreement with payment terms, late fees, and scope
- Invoice immediately — don't wait until the end of the month
Tools I use
- Payment reminder email generator — generates the right tone for each stage
- Late payment interest calculator — statutory interest + compensation
- Should I chase this invoice? — decision tool based on your situation
- Contract generator — basic UK freelance contract with payment clauses
All free, no signup.
Have you had to chase a client? What worked for you?
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