Finance - chasing an overdue invoice
7 steps. No chased invoice left untracked.
Step by step
- Verify Invoice AccuracyInvoices
Before chasing, confirm billing contact, PO number, invoice amount, and payment details are correct. An inaccurate invoice is legitimately unpaid.
- Day 1-3 Written ReminderInvoices
Send polite reminder with invoice attached. State amount, due date, and payment instructions. Log contact via Mentions.
- Day 7 Phone CallMentions
Call billing contact directly. Log the outcome in writing immediately. A phone call is harder to ignore than an email and often resolves the matter in one conversation.
- Day 14 Formal Overdue NoticeInvoices
Send formal written notice referencing invoice number, date, outstanding amount, and a clear payment deadline. Attach invoice. Log via Mentions.
- Day 21 Combined Phone and Written Follow-UpMentions
Phone and send written follow-up same day. Surface any legitimate dispute or internal process issue. Resolve in writing or set escalation deadline.
- Day 30 Formal Letter of DemandInvoices
Issue formal demand with 7-day payment deadline. Reference payment terms and late payment interest entitlement. Log via Mentions.
- Day 37 Formal Debt RecoveryInvoices
Escalate to solicitor, collections agency, or small claims court if unpaid by day 37. Record the decision and update the account status.
What this workflow solves
- Invoices drift 30 or more days overdue because reminders are sent once and then forgotten, with no structured follow-up sequence.
- Chase contacts go to the wrong person - the salesperson instead of accounts payable - so reminders are acknowledged but never actioned.
- There is no record of chase attempts, so when a customer disputes receiving reminders there is no evidence trail to support escalation.
Frequently asked questions
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