I’ve freelanced for greater than a decade now, and I can nonetheless bear in mind the primary time I needed to observe up on an unpaid bill.
My abdomen sank.
I refreshed the e-mail too many instances. I questioned if I had accomplished one thing improper.
Fortunately, it turned out to be an trustworthy mistake, and it was resolved shortly.
The second time?
A fee platform change messed the whole lot up, and as soon as once more, it wasn’t intentional.
However I do know a whole lot of freelancers aren’t so fortunate.
Some have needed to chase invoices for weeks… months… typically even longer.
So I wished to know the way different freelance writers and copywriters deal with late funds.
I pulled their insights collectively so you’ve got a reference when a consumer drags their toes.
Listed below are the neatest, kindest, and simplest methods freelancers are getting paid in 2026.
1. Create a Faux Worker (Or Use a Software)
These approaches depend on construction, automation, and emotional distance, one thing freelancers desperately want when cash’s concerned.
Here’s what Mallorie Wilson has to do if she has late invoices that haven’t been paid.
“I made up a faux accounting supervisor named Mike and I discovered that when Mike dealt with my bill funds, they had been paid on time and if any had been late no-one disputed the late payment. I additionally automated my invoices with a 1 week reminder, 3 day reminder, and day of reminder. Each consumer receives it it doesn’t matter what they usually can attain out to Mike anytime if they’ll have a problem or want extra lodging.”
It really works as a result of purchasers deal with “Mike” with extra urgency than “the freelancer.”
Kelly Zimmerman makes use of a instrument that takes the guesswork out of deadlines and costs.
“I’ve carried out an invoicing system for freelancers (Moxie) that permits you to set a fee deadline and might routinely add a late payment to the bill for late funds (which the consumer can see upfront).”
Automation = readability = fewer uncomfortable conversations.
Eleanor Bryan takes the “faux worker” technique up a stage.
“I’ve created a separate electronic mail account for a faux worker known as “Jonathan.” Corporations are glad to disregard my requests for fee because it’s apparent I’m a sole dealer, however as quickly as “Jonathan from accounts” emails them they suppose I’m an even bigger firm they usually pay up.”
Remi Audette agrees to provide your boundaries a reputation.
“Have an accounts electronic mail and a “pushy bookkeeper” known as Debbie – she doesn’t have to truly exist. She simply likes invoices being paid on time and can let purchasers know! Helps to take away the emotion out of it for you, since you’re not you, you’re Debbie.”
2. Shield Your self With Upfront Funds, Milestones & Contracts
Rebecca Whitlocke invoices earlier than doing any work. This can be a nice technique for long run challenge or huge initiatives.
“I bill upfront – by no means had any purchasers dismiss it. Often a pleasant reminder will get the message by way of. Right here in France we will cost €40 per bill + a % of complete bill for late fee which is handed on to the consumer as late fee charges, it’s on each bill I ship.”
Clear, authorized, written phrases forestall chaos later for Rebecca.
Stephanie C. Watterson retains the negotiation honest and structured.
“I’ve needed to begin asking purchasers to pay 50% up entrance and 50% on the finish of our settlement. That mentioned, I be actually clear about late charges in my dialog with purchasers and in emails too. I additionally hold following up on electronic mail too. Being a pest is definitely worth the cash, maybe…”
Sarah Griffin doesn’t look ahead to pink flags to develop. As an alternative she stops working.
“With new purchasers, I don’t do an enormous milestone with out pay; I count on some up entrance and common funds. For normal purchasers, I specific my phrases – fee inside 5 working days. I’m a freelancer, not an enormous firm! I’ve not had issues with fee as a result of I belief my intestine. And if I didn’t receives a commission, then they don’t personal that work and might’t use it. I don’t go straightforward on non-payers or scope creeps. STAND YOUR GROUND! (however try to keep away from it within the first place). ”
Sarah A. reminds us that contracts aren’t non-obligatory.
“Simply weighing in on late charges. State legal guidelines range broadly on these, with obligatory ready intervals, caps on charges, and many others. When invoicing or organising contracts, you could have to accommodate the legal guidelines within the state the place your consumer is, too. And in nearly all cases, late payment constructions have to be agreed upon in writing. In some instances, you may additionally need to observe a extra formal “collections” course of when sending out overdue stability notices or taking different steps to gather overdue funds.”
That is crucial, particularly in the event you work throughout borders.
3. Be Proactive
Joni Candy tackles late funds earlier than they turn out to be late.
“If a consumer has traditionally paid me late (or if it’s a brand new consumer, and I’m nervous they won’t be tremendous up to the mark), I often ship an electronic mail every week earlier than the fee is due with a pleasant reminder, and asking if there’s the rest they want from me to make an on-time fee. I’ve discovered being just a little bit proactive can actually assist forestall late funds. ”
A mild nudge beats a demanding chase.
Meenakshi Lohani has an in depth listing making this virtually a masterclass.
“Set mini-deadlines: As an alternative of “pay me at any time when,” give clear expectations: “Fee due inside 7 days of bill.” People reply to readability.
Provide a easy strategy to pay. Embrace direct hyperlinks or choices: financial institution switch, Stripe, PayPal. The better it’s, the sooner you receives a commission.
Name when emails fail. Typically a 2-minute cellphone name does what three well mannered emails can’t. Hold it informal: “Hey, simply following up on the bill — is the whole lot okay in your finish?”
Doc the whole lot. Hold a fast log: bill despatched, reminders, responses. If issues go south, you’ve got a transparent timeline.
Use a calendar ping. Schedule follow-ups the second the bill is due. Don’t look ahead to the consumer to recollect. Deal with it like an appointment you’ll be able to’t miss.
Shoppers often pay sooner while you make it straightforward and non-threatening.”
That is how freelancers make their course of really feel “official”—even solo.
4. Persistence Pays (Even When It’s Uncomfortable)
Mathew Klickstein’s honesty is refreshing.
“Persistence is essential. I’ve been instructed (typically even by family and friends) that I textual content, name and/or electronic mail an excessive amount of. I at all times respect that suggestions and there are truthfully instances the place I’ll restrain myself if it’s somebody who’s simply outright saying, “Matt, sufficient. Simply cease.” Choose that to ghosting. Habits that I can respect, as a result of it means I’m coping with an individual who’s trustworthy and let’s their emotions be recognized. However … if it’s somebody who owes me cash? Oy vey: I don’t cease till it’s accomplished. I’d fairly their being delay or just a little upset at me however I get my cash than merely hanging again out of some sort of propriety or politeness. No. They’re those with the cash and the ability, and I gotta go for it till it’s accomplished. Chasing individuals down for cash is terrible. However it’s simply one thing now we have to do as of late, or else we’re doing work for nothing. So, I say persistence is essential. Even past what you’d usually really feel snug with.”
He’s proper, politeness ought to by no means price you revenue.
5. Use the “Exterior Authority” Technique (It Works Each Time)
Brooke Turbyfill makes use of taxes as a dialog starter.
“I’ve used taxes as a strategy to get a consumer’s consideration and remind them that fee is required in a delicate manner. It has labored each time, and on the finish of the day, it was often an trustworthy mistake or an accountant who was swamped. So, persistence, kindness, and readability go a good distance.”
Melanie Lockert additionally leans on the accounting angle:
“Each time I’ve had this concern, the best technique is to say that my accountant seen an excellent fee and want to wrap up my books for tax functions. Making it about my accountant and the IRS appears to ship extra urgency. ”
Shoppers all of the sudden reply once they suppose one thing official is occurring.
6. Be Keen to Escalate
Kirsten Lamb’s recommendation is easy.
“Don’t be afraid to inform them you’ll escalate. Make it extra problematic for them to not pay you than to pay you. That apart, at all times assume the most effective of intentions. It’s usually an trustworthy mistake or a glitch on their aspect, assume finest intentions till it’s clear they haven’t any intention of resolving issues truthfully.”
Escalation doesn’t require aggression, simply construction.
Helen Iatrou takes the sensible route for late invoices.
“I’ve additionally been very fortunate by way of being paid on time. I’ve hardly ever needed to chase a consumer for fee. Nevertheless, what I’d do, if wanted, is notify that I’ll be pausing all future work till fee is made. ”
When work stops, funds begin shifting.
Shari Berg is structured and chronic.
“I ship 3 complete notices – the unique bill, a follow-up, and a last-chance discover. If I’m nonetheless not paid, I file in small claims court docket to gather what’s owed if it’s an quantity that makes it value suing over. And sadly, I’ve had just a few of these. ”
For some invoices, that’s precisely what you want.
Juliet John’s story is proof that escalation works.
“My finest recommendation is to threaten to out them on LinkedIn. I as soon as chased an bill with a well-known firm for about 5 months. My POC stopped responding to emails for no purpose. I’d observe up and observe up for weeks with none response. Each time he wrote again, he would say we’re engaged on it and this was for simply $500. Sooner or later I bought fed up and instructed him I it was my final civil electronic mail, the following time I’d cc his CEO and name him out on LinkedIn. I added the CEOs electronic mail so he might know I used to be critical. He responded in hours, looped accounts in and my bill was paid that week.”
Typically you want leverage, even simply the risk of it.
You’re the Boss!
If you’re new to freelance writing, you’re not pondering having late invoices or methods to deal with tough purchasers.
At the least that was me once I first began. It was all rainbows and unicorns and BEST purchasers ever!
However then it occurred to me and I needed to shortly learn to cope with late invoices.
I do know it’s straightforward to imagine you’re doing one thing improper or that following up will make you appear tough.
However the fact is easy: you’re the boss. You run the enterprise.
You set the expectations.
And also you need to be paid for the work you’ve already delivered.
If an bill turns into late, the most effective factor you are able to do is observe up instantly.
A brief, clear message despatched the day after the due date retains the method skilled and avoids pointless stress later.
It’s not emotional, it’s not confrontational, it’s simply a part of operating a enterprise.
More often than not, the difficulty actually is one thing easy, like a missed electronic mail or a busy accounting staff.
Ranging from that assumption helps you lead with confidence as an alternative of frustration.
And typically the healthiest selection is to maneuver on.
A consumer who constantly pays late isn’t a long-term match for your small business, irrespective of how good they’re or how good the challenge seems to be on paper.
That is one thing I do with tough purchasers for positive! I simply minimize ties and transfer on.
I can go creates area for purchasers who worth my work and honor my phrases.
Each time you observe up, maintain a boundary, or stand agency on fee, you construct confidence in your small business.
You’re not bothering anybody. You’re not overreacting. You’re operating knowledgeable service—and performing just like the boss you already are.