Short answerMake the due date clear, check the invoice is really unpaid, send a short friendly reminder soon after the due date, escalate in measured steps, and record each payment as it lands. No tool guarantees collection.
Before you chase
- Check the facts. In Mavri, open the invoice list: the Unpaid and Overdue flags show what is outstanding, and the invoice shows recorded payments. Make sure a payment has not simply gone unrecorded.
- Check it was received. If you sent it by email, confirm it did not bounce or sit in spam.
- Check there is no open question. A dispute needs a conversation, not a reminder.
A gentle sequence
Adjust the timing to your terms and your client. This is a starting point, not a rule.
| When | What |
|---|---|
| A few days before the due date | Optional: a courtesy note that the invoice is due. |
| Just after the due date | Short, friendly reminder with the invoice attached. |
| About a week later | Second reminder; ask whether there is anything holding it up. |
| Two to three weeks later | A firmer message, a phone call, and a restated deadline. |
| After that | Decide on next steps with an adviser: pausing work, late-payment terms you agreed, or formal recovery. |
Example wording
First reminderHi Sam, a quick note that invoice INV-0042 for €1,200 was due on 14 October. I have attached a copy in case it got lost. If it has already been paid, thank you, and please ignore this. Best, Alex
Second reminderHi Sam, following up on invoice INV-0042, now a week overdue. Is there anything I can clarify or anything blocking payment? Bank details are on the invoice. Thanks, Alex
Keep the records straight in Mavri
- Record each payment, including partial ones, so the status shows Partly paid and the balance is right.
- Use the status tabs to see what is outstanding at a glance; the dashboard shows overdue totals.
- Use notes on the invoice for context you want to keep.
Be realisticReminders improve your odds; they do not guarantee payment. Late fees and interest depend on your contract and local law. Check before you apply them.
Sources
About the authorRaktim Ranjit created Mavri and leads the project at NodeDR Infotech Private Limited. See About.