You did the job. You sent the invoice. It's been twelve days and nothing. You're staring at your phone wondering whether to send a message, but you don't want to come across as aggressive or desperate. So you wait another week. And then another.
Before you know it, it's been six weeks and you still haven't been paid for that kitchen you fitted at the Hendersons'. And now it's even more awkward to bring up.
Why We're Bad at Chasing
Most tradespeople are people-pleasers at heart. You want the customer to like you. You want repeat business and referrals. The idea of sending a "where's my money" text feels like it'll ruin the relationship.
Here's the thing though: in most cases, the customer isn't deliberately avoiding payment. They're busy. The invoice is sitting in their email and they meant to pay it but life got in the way. A polite reminder is doing them a favour, not hassling them.
The 7-14-21 System
Take the emotion out of it. Set up a simple schedule and follow it every time, for every invoice. No exceptions.
Day 7: The Friendly Nudge
Keep it casual. Something like:
"Hiya [name], just a quick one — I sent over the invoice for the [job description] last week. Just wanted to check you received it alright. No rush, just give me a shout if there are any questions. Cheers!"
Most people will pay within a day or two of getting this. They'll apologise, say they forgot, and transfer the money. Job done.
Day 14: The Clear Reminder
If the friendly nudge didn't work, step it up slightly. Still polite, but more direct:
"Hi [name], just following up on the invoice for £[amount] sent on [date]. I'd appreciate it if you could settle this when you get a chance. Happy to resend the invoice or set up an alternative payment method if that's easier. Thanks."
At this stage, if they're ignoring you on purpose, they know you're keeping track. If they genuinely forgot again, this will prompt them.
Day 21: The Formal Notice
Three weeks without payment is taking the mick. Time to be firm:
"Hi [name], this is a final reminder regarding the outstanding invoice of £[amount] for [job description], originally sent on [date]. Payment is now [X] days overdue. Please arrange payment within 7 days. If I don't hear from you, I'll need to consider further action. I hope we can get this resolved. Thanks."
You don't need to specify what "further action" means. The implication is enough. Most people will pay at this point because they realise you're serious.
Keep It in Writing
Always chase via text or email, not phone calls. Written messages create a paper trail. If things ever escalate to small claims court (which is rare but does happen), you'll need evidence that you asked for payment multiple times.
Screenshots of WhatsApp messages, saved emails — keep all of it. It takes no effort and protects you completely.
What If They Still Don't Pay?
After 30 days, you've got options. A formal letter before action (you can find templates online) is often enough to shake loose the payment. If that doesn't work, small claims court for amounts under £10,000 is straightforward and costs between £35-£115 depending on the amount.
You don't need a solicitor for small claims. Fill in the form on Money Claims Online, pay the fee, and the court handles the rest. Most people settle before it gets to a hearing because they don't want the hassle.
Prevention Is Better Than Chasing
The best way to deal with late payments is to reduce the chance of them happening in the first place:
Take a deposit. For any job over £500, asking for 25-30% upfront is completely standard. It covers your materials and shows the customer is committed.
Invoice immediately. The longer you wait to invoice, the longer you wait to get paid. Send it before you leave site if you can.
Include a payment link. Make it as easy as possible. One tap, paid. No faffing with bank details.
If you hate chasing, tools like Gaffer send polite automated reminders at 7, 14, and 21 days — so you never have to send that uncomfortable "just following up" text. The messages go out on schedule, in your name, and you only need to get involved if someone actually disputes the invoice.
Stop Feeling Guilty
You did the work. You deserve to be paid. Chasing an invoice isn't rude — it's running a business. The customer agreed to the price before you started, and now it's time for them to hold up their end.
Set up the 7-14-21 system this week. Apply it to every outstanding invoice you've got right now. You'll be surprised how quickly that money comes in once you actually ask for it.