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How to Track Unpaid Invoices
Chasing payments feels awkward when it is improvised. It stops feeling awkward when it becomes a routine that runs on dates rather than on how you feel that morning.
5 min read
Give every invoice one clear status
- Draft — not yet sent
- Sent — delivered, not yet due
- Partially paid — some money received, balance outstanding
- Paid — balance is zero
- Overdue — past the due date with a balance remaining
Run a weekly review
- 1Pick a fixed time each week, for example Monday morning.
- 2Sort outstanding invoices by due date, oldest first.
- 3Send a reminder for anything overdue and a courtesy note for anything due within three days.
- 4Note any promised payment dates so you can check them next week.
- 5Total your outstanding balance so you always know what is in flight.
Escalate in stages
First a friendly reminder with the invoice attached again. Then a short note asking whether the invoice reached the right person. Then a direct message stating the balance, the days overdue and a firm date. Keep every message factual — the goal is payment, not blame.
What to record when a payment arrives
- Amount received and the date
- Method used and any reference number
- Remaining balance after the payment
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