What do I do when a client does not pay?
Short answerWhen a client does not pay, first confirm the invoice was received and is correct. Then send a dated reminder with a payment link, follow with a phone call, and set a written deadline. Keep every message on record, because documented steps support any later collection effort.
The explanation
Many unpaid invoices are mistakes: sent to an old email, a wrong amount, a missing purchase order number, or a card that expired. Rule these out before you assume the worst. A brief, friendly note with the invoice attached and a link to pay solves a large share of them.
If the reminder gets no answer within a few days, call. A voice conversation often reveals the reason and lets you agree on a payment date. Follow it with a short written summary of what was promised and when.
Set a firm deadline and say what happens next: a late fee if your terms allow one, a pause on future visits, or a referral to collections. Only state steps you are willing to take. Rules on fees and collection practices differ by place, so check yours before you act.
Steps
- Check the invoice for errors and confirm it reached the right person.
- Send a dated reminder with the invoice and a payment link.
- Call a few days later and agree on a payment date.
- Write a summary and set a deadline naming the next step you will take.
What to watch for
- Threatening steps you will not carry out, which weakens every later notice.
- Continuing service on a growing balance without a written payment plan.
How Apex does it
Rolling out
The screen and the rules are built and tested. Saving real customer data is not connected yet. Status as of 2026-10-07; the badge shows the least-built feature involved.
Apex is designed with a pay link sent with an invoice, automatic payment reminders, and statements with a customer balance. These screens are built and not yet connected to saving real customer data.
- IN04Online pay link (text/email)(Rolling out)
- IN15Payment reminders automatic(Rolling out)
- IN17Statements / customer balance(Rolling out)
Apex Flow Scheduler is in early access. See how we label status.
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