Invoicing and Payment Follow-Ups

You’ve done the work. Now it’s time to get paid. Invoicing might seem like a small part of freelancing, but it plays a big role in your cash flow and client relationships. Clear, timely invoices reduce payment delays and set the tone that your work is professional and billable.

This guide covers how to create strong invoices, when to send them, and how to follow up without chasing or sounding uncomfortable.

1. Use a Clear and Professional Invoice Template

Your invoice should be easy to read and leave no confusion about what’s being billed. At a minimum, every invoice should include:

• Your name or business name and contact info

• Client’s name and contact info

• Unique invoice number

• Date of issue and due date

• Clear itemization of services (including hours, deliverables, or packages)

• Total amount due

• Payment methods and instructions

Tool: Wave, PayPal Invoicing, and HelloBonsai all offer free or built-in invoicing tools for freelancers.

2. Set Expectations Before the Invoice

The invoice should never be a surprise. Your proposal or contract should already include the rate, payment terms, and billing schedule. Make sure the client knows:

• How much to expect and when

• If you require a deposit

• Your preferred payment method (bank transfer, PayPal, Stripe, etc.)

Being upfront prevents awkward conversations later. It also helps weed out clients who may delay or dodge payments.

3. Send the Invoice Promptly

Don’t wait. Send the invoice as soon as the milestone is hit, the project is delivered, or according to your agreed schedule. Delays on your end can signal that payment isn’t urgent.

Use subject lines like:

• "Invoice #104: Final Payment for March Website Project"

• "Invoice Enclosed: Q1 Retainer – Thank You"

Include a polite message:

"Thanks again for the opportunity to work on this project. Attached is the final invoice based on the agreed scope. Let me know if you have any questions."

4. Set Clear Due Dates and Late Terms

Always add a payment due date. Net 7, 14, or 30 are standard. You can also include a late fee policy (example: 5% of the total after 14 days overdue).

Make sure these terms were already mentioned in your contract or scope. You’re not being aggressive, you’re protecting your time.

Resource: FreshBooks has a helpful guide on setting and enforcing late fees.

5. Follow Up (Without Apologizing)

If the due date passes with no payment, follow up the next day with a polite reminder. Keep it short, professional, and direct:

"Hi [Client], I hope you're doing well. Just a quick note that Invoice #104 is now past due. Let me know if you need me to resend it or if you have any questions. Thanks."

Follow up again after a few days if needed. You don’t need to explain or apologize. Just stay consistent and firm.

6. Know When to Pause Work or Escalate

If a client repeatedly misses payments or stops responding, consider pausing all future work until payment is made. Communicate it clearly:

"Per our agreement, I’ll need to pause all pending work until payment is received. Happy to resume as soon as that’s resolved."

In rare cases, you may need to escalate to collections or legal action, especially for larger unpaid invoices. Tools like Lawgood or Freelancers Union Nonpayment Guide can help if needed.

Final Thoughts

Invoicing is part of your business, not an afterthought. The more clearly and consistently you bill, the more likely you are to get paid on time and to be seen as a professional, not just a contractor.

Don’t be afraid to follow up. You earned it.