Here’s how to still get paid, without chasing anyone
You did the work. Sent the invoice.
Then… nothing.
No reply. No payment. Just silence.
It’s one of the most frustrating parts of running your own business. And it happens more often than anyone admits.
But the fix isn’t more follow-ups or awkward “just checking in” emails. It’s building a system that makes ghosting harder in the first place.
Let’s break it down.
Why do clients ghost after getting an invoice?
The polite version:
“It must’ve slipped through the cracks.”The real version:
“There was no pressure to pay, so I didn’t.”
If your invoices are clean and professional but still ignored, it’s not about formatting.
It’s about leverage. And you build that with three things: clarity, commitment, and consequences.
How do you protect yourself upfront?
1. Set clear payment terms — on the estimate
Not on the invoice. On the estimate. Before any work starts.
That’s where you outline:
- When payment is due
- What happens if it’s late
- What late fees apply
If it's in writing, it’s enforceable. If it’s not, you're winging it.
InvoiceQuick tip: Add your terms once. They carry over automatically from estimate to invoice.
2. Always ask for a deposit
Even a small one shifts the dynamic.
No deposit? No urgency.
Deposits say: “This is a booked job, not a maybe.” They reduce ghosting before it ever starts.
InvoiceQuick tip: Set deposit rules per client or project. We'll handle the math and tracking.
3. Let the system do the follow-up
You shouldn’t be sending three versions of “Just checking on this…”
Set automatic reminders to go out before, on, and after the due date. Then move on with your day.
And yes, you can add a late fee. A small one works wonders.
InvoiceQuick tip: Turn on reminders and late fees in two clicks. Done.
What else helps?
Want a stronger safety net? Here’s what to include:
- A signed estimate or scope of work
- A way to track if the invoice was opened
- A client portal where they can log in and see what’s due
None of it needs to be complicated. It just needs to be consistent.
InvoiceQuick tip: Every client gets a login to track and pay their invoices. No extra setup.
Already ghosted? Here’s what to send
You don’t need to be pushy. You just need to be clear.
Follow-up Template 1: The soft nudge
Good for 1–2 days after the invoice is sent
Subject: Just a quick follow-up on Invoice #{{number}}
Hi [Client Name],
Hope all’s well. Just checking in to confirm you received the invoice I sent on [Date]. Let me know if you need anything from me.
Thanks,
[Your Name]
Follow-up Template 2: The friendly reminder
Good for a few days after the due date
Subject: Quick reminder — Invoice #{{number}}
Hi [Client Name],
Just a reminder that Invoice #{{number}} for [Project Name] was due on [Due Date].
If you’ve already taken care of it, feel free to ignore this. If not, let me know if you have questions.
Thanks again,
[Your Name]
Follow-up Template 3: The clear boundary
Good when it’s late and they’ve gone quiet
Subject: Past due: Invoice #{{number}}
Hi [Client Name],
Following up on Invoice #{{number}}, which was due on [Due Date]. As outlined in our terms, a late fee of [X]% may apply if payment isn’t received by [New Date].
If there’s a delay, I’m happy to work with you. Just let me know.
Best,
[Your Name]
Pro tip: Save these as templates. Or let InvoiceQuick send them automatically.
Pro tip: Save these as templates. Use them when you need to. Or don’t, and let your invoicing tool handle it for you.
Pro tip: Save these as templates. Reuse them. Or don’t, and just let your system handle it.
You shouldn’t have to chase payments. That’s not the work.
The work is what you already did. The invoice is the easy part. Or at least it should be.
