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Once an invoice goes past due, the goal changes and new costs are incurred.
It’s no longer a reminder. It’s about clarity, commitment, and control to make sure you are paid.
Past-due invoices don’t fix themselves. But they also don’t require aggressive tactics 99% of the time. What they require is consistency and professionalism.
Start with the facts
Confirm the invoice amount and due date along with no issues.
Verify it was received and approved. It shouldn’t be approved late.
Check for unapplied cash or credits and make sure all cash is posted timely.
Never assume the issue. Confirm it with your customer every time.
Shift the conversation
Ask for a specific payment date, not an update that it’ll pay soon…
Address disputes immediately and document next steps. I like to call these action items.
Avoid vague promises like “we’re working on it” as that doesn’t mean anything in the long run.
Escalate with structure
Increase follow-up frequency as days past due increase. You need a 30/60/90 day plan or format to follow.
Loop in additional contacts when needed. Escalate timely.
Pause new work if terms allow and expectations were clear. This isn’t “mean” and is protecting your business.
Consistency matters most
Customers learn how seriously you treat receivables by how consistently you follow up. Calm, firm, and regular beats emotional or sporadic every time.
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