Start with the specific disagreement
Start by finding out why the invoice is unpaid. A missed administrative step, a cash-flow problem and a disagreement about the work need different responses. Send the invoice to the person who can act on it, confirm the outstanding balance and ask what is preventing payment. Keep the first request specific enough that the client can answer it without revisiting the entire project.
Work through the facts, one step at a time
Check the payment trail
Confirm the invoice number, delivery address, due date and payments already received. If the client uses purchase orders or an accounts-payable portal, check that the invoice reached that process rather than only your project contact.
Ask what is holding payment up
Ask whether the amount is accepted and, if so, when payment is expected. If the client challenges the work, request the particular item and reason. A vague promise to investigate needs a named person and follow-up date.
Choose the matching next step
For an accepted balance, discuss an exact payment date or installments. For a disputed charge, compare the scope and approvals. For continued silence, review appropriate local advice or formal options instead of assuming another reminder will resolve it.
Choose a follow-up that matches the reason
| What you know | Useful next step |
|---|---|
| No objection, but no payment | Check that the invoice reached the right contact and ask for a specific payment date. |
| The client disputes part of the work | Identify the disputed line and the accepted balance before proposing payment terms. |
| The balance is accepted, but cash is short | Discuss realistic installments with amounts and dates, rather than sending the same reminder again. |
What this can look like
An illustrator invoices $900 after delivery. The project contact approved the work, but finance never received the invoice. Forwarding the approval and purchase order to finance addresses a routing problem. Offering a discount before checking would have answered a different question.
This is an invented scenario to explain the approach, not a customer result or a prediction of your outcome.
Records worth gathering
- Invoice and payment terms
- Proof of delivery or acceptance
- Purchase order or billing instructions
- Earlier payments and follow-up messages
Keep originals and prepare copies of the relevant parts. Redact unrelated personal details before sharing. Explain any gaps in the record rather than filling them with assumptions.
Open a clearer conversation
Edits stay on this page and are lost when you leave. Nothing is sent automatically. This is a discussion starter, not a legal notice or settlement agreement.
Before you agree to the next step
An unpaid invoice is not proof of bad faith. SettleBetween cannot require payment or a response, and a conversation does not pause legal deadlines.
Put any proposed outcome into specific terms: who will act, what they will do, the amount if money is involved, and the date. Identify what remains unresolved. An invitation, a discussion and a signed agreement are different stages.
Should I offer a discount immediately?
First establish the reason for nonpayment. A discount will not fix a missing invoice or clarify a genuine scope dispute. Any reduction should be a deliberate proposal with clear conditions.
Further guidance
These independent resources cover related issues. Check the location and type of case each applies to; they do not establish your rights everywhere.
A private place to prepare your side
SettleBetween provides private AI guidance for each person and a shared space to discuss approved information. You choose what to share and whether to agree. Availability depends on both parties’ locations and the dispute type.
Free to start. The case starter pays $79 only after both parties sign. The invited party never pays the agreement fee. See included access and pricing.
Prepare your side freeAI can make mistakes. This guide is practical preparation, not legal advice. Use appropriate official schemes or independent advice when needed. A discussion here does not pause external deadlines or guarantee payment.