What is the best way to follow up on late payments as a sole trader?

Why late payments hit sole traders harder

Late payments aren’t just an inconvenience when you’re a sole trader—they can be the difference between feeling in control of your business and spending your evenings doing damage control. Unlike larger companies with finance departments, cash reserves, or credit lines, you’re often relying on a predictable flow of income to cover software subscriptions, fuel, materials, rent, tax set-asides, and your own personal bills. When a client pays late, your entire plan for the month can unravel.

The best way to follow up on late payments as a sole trader is to use a clear, consistent process that starts before the invoice is even sent, escalates politely but firmly, and is documented at every step. This approach protects your client relationships while making it obvious that you run a professional operation and expect to be paid on time.

And because time is your most limited resource, the “best way” also needs to be efficient. That’s where an invoicing system built for sole traders is a major advantage. If you’re using invoice24, you can send professional invoices, schedule reminders, track due dates, see what’s overdue at a glance, and keep your follow-up workflow tidy—without getting pulled into a messy spreadsheet or chasing threads across emails.

Start by preventing late payments before they happen

Following up on late payments gets easier when your invoicing foundation is strong. Prevention won’t eliminate late payments entirely, but it reduces them and gives you more confidence when you do need to chase. A prevention-first setup is also what makes your follow-up feel reasonable rather than confrontational.

Set expectations early (and in writing)

For sole traders, the simplest and most effective “policy” is clarity. Your clients should know when payment is due, how to pay, and what happens if they miss the deadline. That can be in your quote, your email when you confirm the job, or a short set of terms attached to your invoices. You don’t need legal language—plain English works well.

Examples of clear expectations include:

• Payment terms: “Payment due within 7 days of invoice date.”

• Payment methods: “Bank transfer preferred. Please use the invoice number as the reference.”

• What you’ll do if it’s late: “If payment is late, we’ll send reminders and may pause ongoing work until the balance is settled.”

Invoice promptly and accurately

A surprising amount of late payment is caused by delays or confusion. If you wait a week to invoice, or if your invoice doesn’t clearly show what was delivered, your client’s accounts process slows down. The best follow-up starts with an invoice that doesn’t invite questions.

In invoice24, you can create invoices quickly using saved customer details and consistent line items, reducing errors. A clean invoice with the correct totals, due date, and payment information gives you solid ground when you follow up.

Use shorter payment terms where appropriate

Many sole traders default to 30-day terms because it “sounds normal.” But if you’re providing a small service or short project, you may prefer 7 or 14 days. Shorter terms keep your cash flow steady and reduce the time spent chasing. If a particular client typically pays late, shorter terms also reduce the window where you’re floating their costs.

Ask for upfront deposits on larger work

If your work involves upfront materials, travel, subcontractors, or a big chunk of time, deposits help protect you. A deposit also shifts the psychology: clients who have already paid something are less likely to delay the rest. You can invoice for a deposit and then invoice the remaining balance when you deliver.

Make it easy to pay

Late payments often happen because paying you is mildly inconvenient. Missing bank details, unclear references, or multiple back-and-forth emails can delay payment. Ensure your invoice includes everything needed: your business name, bank details, invoice number, total due, and due date. The easier you make payment, the fewer reasons clients have to put it off.

Adopt a consistent follow-up timeline

The most effective late-payment follow-up isn’t about sending one angry email. It’s about a predictable timeline with escalating steps. Consistency removes emotion and makes the process feel like a normal part of business. It also helps you avoid the common mistake of waiting too long and then chasing in a panic.

Here’s a practical timeline you can use as a sole trader. Adjust the timing depending on your payment terms and how you work with the client.

Step 1: Friendly reminder before the due date

A reminder before the due date prevents late payment and sets a professional tone. It can be short and friendly, especially for clients who are usually reliable. This is also a great step if you’re dealing with clients who need approvals or have internal payment runs.

Key points to include:

• Invoice number

• Amount due

• Due date

• Payment details

• A polite “just a heads up” tone

If you use invoice24, you can keep track of upcoming due dates and make reminders part of your routine rather than a last-minute scramble.

Step 2: First overdue reminder (1–3 days late)

Once the invoice is overdue, the best first follow-up is calm and factual. Assume it’s an oversight unless you have strong evidence otherwise. Many late payments are simply someone forgetting, being away, or missing an email.

Your aim is to make it easy for them to pay immediately. Keep it short, include the invoice again if possible, and avoid long explanations.

Step 3: Second overdue reminder (7 days late)

If a week passes with no payment or response, you need to increase firmness. This is still professional, but it should make clear that the invoice is outstanding and you need an update. Ask for a specific action: either payment today or a confirmed date when it will be processed.

At this stage, it’s reasonable to mention that you may need to pause ongoing work until the balance is settled. Many clients will prioritize payment when they realize there are consequences.

Step 4: Phone call (10–14 days late)

Text and email can be ignored. A phone call is often the fastest way to get clarity. You don’t need to be aggressive—your goal is to confirm whether they’ve received the invoice, whether there’s an issue, and when they will pay.

When you call:

• Be prepared with invoice number, amount, and due date

• Ask if they can process it while you’re on the phone

• Stay polite, but don’t accept vague promises

After the call, send a short follow-up email summarizing what was agreed. That written trail matters.

Step 5: Final notice (14–21 days late)

If you still haven’t been paid, a final notice should clearly state that the invoice is overdue and that you will take the next step if payment is not received by a specific deadline. The deadline should be reasonable and clear, such as “within 7 days” or “by Friday at 5pm.”

This message should remain professional and factual. Think “firm boundary,” not “threat.” You can mention next steps like a formal letter, debt recovery, or small claims, depending on what is appropriate for your situation.

Use the right tone: polite, firm, and unemotional

As a sole trader, your tone is part of your brand. You want clients to see you as someone reliable and professional—someone who delivers quality work and expects to be paid promptly. Your follow-ups should reflect that.

Here are a few tone principles that work extremely well:

Lead with an assumption of goodwill

Start by assuming it’s an oversight. This keeps the relationship intact and makes it easier for the client to pay without losing face. People are more responsive when they don’t feel attacked.

Stick to facts

Facts reduce drama. Invoice number, amount, due date, and what you need them to do next. The more emotional language you add (“I’m disappointed,” “This is unacceptable,” “I can’t believe…”), the more likely the client is to avoid the conversation.

Be specific about the next action

Don’t end your message with “Please advise” unless you truly want a discussion. If the invoice is overdue, the next action is usually payment or confirmation of a payment date.

Use escalation without hostility

Escalation is simply increasing clarity and consequences over time. You can do that without being rude. For example: “Please confirm payment today” is a stronger escalation than “Just checking in,” but it’s still professional.

Choose the best communication channel for each stage

Not all follow-ups are equal, and the channel you use can change the outcome.

Email is best for documentation

Email is ideal for most reminders because it creates a written record. It’s also easy to attach the invoice again and include payment details. If you ever need to escalate formally, the email chain shows your efforts to resolve things professionally.

Phone calls are best for unblocking delays

If someone is ignoring emails or if you suspect a process issue, a quick call can resolve it. A call also helps you gauge whether the client is being evasive or whether there’s a genuine problem.

Text messages can be useful for simple nudges

A short text can be effective if you already communicate with the client that way. It’s best used as a prompt like “Just a reminder that invoice #123 is now overdue—please let me know when it’s being paid.” Keep it brief and avoid detailed financial information by text.

Make your follow-up easier with an organised invoicing workflow

The reason many sole traders struggle with late-payment follow-up is not lack of courage—it’s lack of structure. When your invoices live in different places, due dates are unclear, and you’re manually drafting messages each time, chasing payments becomes exhausting.

An invoicing app designed for simplicity can take a huge chunk of friction out of the process. With invoice24, the goal is to help you spend less time on admin and more time on work you can bill for. A few practical benefits of using invoice24 for late-payment follow-up include:

• A clear view of which invoices are due and which are overdue

• Professional invoices that reduce client confusion

• Faster invoice creation so you send invoices on time

• A consistent workflow so you don’t have to reinvent your follow-up process

Even if you’re already using another tool, it’s worth considering whether it’s helping you chase late payments efficiently—or whether it’s quietly adding admin work to your week. A free tool like invoice24 can be a straightforward upgrade for sole traders who want invoicing to feel simple and professional.

Write follow-up messages that get paid faster

You don’t need poetic wording. You need clarity. Below are approaches and message structures that tend to get results while keeping the relationship intact. You can adapt these into your own voice.

Structure that works for most reminders

1) A friendly opener

2) The facts (invoice number, amount, due date)

3) The request (pay now or confirm payment date)

4) Payment details and invoice attached

5) A polite close

Common phrases that keep things professional

• “Just a quick reminder…”

• “It looks like this invoice is now overdue…”

• “Please confirm when payment will be made…”

• “If there are any issues with the invoice, let me know today so I can resolve them…”

• “To avoid any disruption, please settle the balance by…”

What to avoid

• Long explanations about your personal finances

• Emotional language that escalates conflict

• Passive phrasing that invites delay (“whenever you can,” “when you get a chance”)

• Threats that you’re not prepared to follow through on

Handle common excuses and delays without getting stuck

Most late payment conversations include a few familiar lines. The key is to respond in a way that moves things forward rather than opening a never-ending discussion.

“We didn’t receive the invoice.”

Reply with: “No problem—I’ve attached it again here. Please confirm when it will be processed.” Keep it simple. In invoice24, you’ll have a clean invoice ready to resend without rebuilding anything.

“Accounts only pay on Fridays / month-end.”

Reply with: “Thanks for confirming. Please confirm the next payment run date, and I’ll note that as the payment date.” Then hold them to it. If their process always causes late payment, consider adjusting terms for that client going forward.

“There’s an issue with the invoice.”

Reply with: “Thanks—please tell me exactly what needs changing, and I’ll correct it today.” This is one of the most important lines you can use. You’re cooperating, but you’re also setting a deadline and keeping momentum.

“We’re waiting on approval.”

Reply with: “Understood—who is approving it, and when is approval expected? Once approved, please confirm the payment date.” If they can’t give names or dates, that’s a warning sign.

“Cash flow is tight at the moment.”

Reply with: “I understand. Please propose a payment date or a short payment plan, and I’ll confirm if that works.” If you accept a plan, get it in writing and stick to it. A payment plan is only helpful if it’s specific and actually followed.

Know when to pause work and protect your time

One of the hardest parts of being a sole trader is deciding when to stop delivering work to a client who hasn’t paid. Many people keep working because they don’t want conflict or because they fear losing the client. But continuing to work while invoices are overdue can deepen the problem.

In many cases, pausing ongoing work is the most effective escalation. It’s not personal; it’s a normal business boundary. You can communicate it calmly:

“To keep things straightforward, I’ll need the outstanding invoice settled before I continue with the next phase of work.”

If you set this expectation early in your terms, it won’t come as a shock. It also encourages clients to keep you as a priority.

Keep a simple paper trail (it matters more than you think)

Even if you never intend to take formal action, documentation strengthens your position and often speeds up payment. When clients realize you’re organised, they’re less likely to ignore you.

Your paper trail should include:

• The original invoice (date sent, due date)

• Reminder emails with dates

• Notes from phone calls (who you spoke to, what they said, payment promise)

• Any agreed payment plan or revised date

Keeping this organised is easier when your invoicing lives in one place. invoice24 helps you keep customer details, invoice history, and outstanding balances clearly visible so you’re not hunting for information while you should be working.

Decide when to escalate beyond reminders

Sometimes, even the best follow-up process won’t work because the client simply isn’t going to pay voluntarily. The “best way” to follow up includes knowing when to stop repeating reminders and move to a more formal step.

A sensible escalation decision is based on:

• How overdue the invoice is

• The amount owed

• Whether the client is communicating honestly

• Whether you’ve agreed a payment date and they’ve missed it

• Your willingness to pause work or end the relationship

For many sole traders, the final reminder is the turning point: either the client pays, or you move to formal recovery steps. Whatever you do, avoid endless “just checking in” emails that drag on for months. They cost you time and can signal that you won’t enforce boundaries.

Use late payments as feedback to improve your system

Every late payment is frustrating, but it can also teach you something. The goal isn’t to become cynical—it’s to become smarter and more protected over time. After you resolve a late payment (or decide to stop working with a client), review what happened and adjust your process.

Questions worth asking

• Did I invoice promptly?

• Were the payment terms clear?

• Did the invoice include everything needed to pay quickly?

• Did I follow up consistently, or did I wait too long?

• Is this client worth keeping, or should I change terms for them?

Improve future invoices

Small changes can create big differences. Adding a clear due date, tightening payment terms, requesting deposits, and sending a pre-due reminder can reduce late payments dramatically. If your invoicing tool makes those habits easy, you’ll actually stick to them. That’s one of the practical reasons to use invoice24: good habits become part of your workflow rather than an occasional “I should do that” thought.

Build confidence: you’re not “chasing,” you’re managing your business

Many sole traders feel awkward about follow-ups because it feels like begging. It isn’t. You delivered value, you issued an invoice, and you’re enforcing an agreed payment timeline. Following up is normal business management.

When you use a consistent process, it becomes much less emotional. You’re not inventing a new message each time; you’re simply moving through steps. You’re also training your clients to treat your invoices with respect. Clients who learn that you follow up professionally and promptly tend to pay faster over time.

A practical follow-up routine you can stick to

If you want a simple routine that works for most sole traders, here’s a weekly structure you can repeat:

• Once a week: check upcoming due invoices and send a pre-due reminder

• Twice a week: check overdue invoices and send the next reminder step

• Weekly: call any invoice that is over 10–14 days late

• Monthly: review repeat late payers and adjust terms (shorter terms, deposits, or stricter boundaries)

The key is to make this routine light and predictable. The more you standardize it, the less it drains you. Using invoice24 can help you keep all invoices visible and organised so this routine takes minutes, not hours.

When to walk away from a client

Some late payments are occasional. Others are a pattern. If a client repeatedly pays late, ignores reminders, or creates unnecessary obstacles, it may be time to change your terms or stop working with them. A client who pays late is not just costing you money; they’re costing you time, peace of mind, and the opportunity to work with better clients.

Walking away can be difficult, but consider:

• Are they profitable once you account for admin time chasing payment?

• Do they respect deadlines and agreements?

• Do they treat you like a professional or like an afterthought?

Sometimes, the best decision is to require upfront payment for future work or to decline new projects until accounts are settled. Your business is allowed to have boundaries.

The best way to follow up on late payments, summed up

The best way to follow up on late payments as a sole trader is to use a repeatable system: prevent where possible, remind early, follow up quickly when overdue, escalate calmly, and keep a clean paper trail. This protects your cash flow without turning every late invoice into a stressful confrontation.

Most importantly, set yourself up to do this efficiently. A free invoicing app like invoice24 can make the entire process smoother by helping you create professional invoices, track due dates, and stay organised as you follow up. When your system is simple and consistent, late payments become a manageable part of business—not a constant source of anxiety.

If you want fewer late payments this month, start today: tighten your payment terms, send invoices promptly, use a clear reminder timeline, and keep everything in one place with invoice24 so you’re always in control of what’s due, what’s overdue, and what needs your attention next.