When an invoice becomes overdue, first establish whether the customer received it, approved it and has a payment scheduled. A clear follow-up is more useful than assuming the client is refusing to pay.
Check your own records first
Confirm the due date, amount remaining and payment instructions. Check for payments received under an unexpected reference. Make sure the invoice was sent to the right contact and included any required purchase-order or project details.
First follow-up
Hi Alex, I am checking on invoice INV-1042, which was due on October 28. The remaining balance is $200. I have attached it again for convenience. Could you confirm receipt and let me know the expected payment date? Thanks.
If the invoice is awaiting approval
Ask who needs to approve it and what information is missing. Supply the relevant job sheet, delivery confirmation or agreed scope with the invoice. Record the contact and next step rather than resending the invoice to people who cannot approve it.
If the customer disputes a charge
Ask which line they dispute and why. Compare it with the accepted quote and work record. Correct genuine errors using an appropriate documented correction process. Keep the original and corrected documents together so there is a clear history.
A second follow-up
Hi Alex, following up on my message about INV-1042. Could you confirm whether the $200 balance is approved and share a payment date? If a particular charge needs clarification, please identify it so we can resolve it.
Agree and record the next action
If you agree a revised schedule, record each amount and date, and update the payment log as money arrives. Do not mark the whole invoice paid after a partial payment. Decisions about stopping work, adding charges or formal recovery depend on your agreement and local requirements; this guide does not establish a legal deadline or fee.
Keep the evidence together
Retain the original invoice, contract or accepted quote, delivery records, correspondence and payments. CatInvoice prepares the invoice PDF. Use your own email for reminders and your payment records to verify receipt.
Prepare and keep your invoice
Create an invoice or choose an editable layout from the template library. Replace the sample details, check the preview and download the PDF. Send it using your own email, with supporting documents as separate attachments where needed.
See payment terms and due-date examples and the invoice tracking guide for the next steps. Save the PDF and a backup of any locally stored records.