Late invoice. How to word 'bloody pay it NOW?' politely?

[HalfBakedIdea]

I have my own company and one of my clients, I work for remotely, basically admin / PA type duties, all from home. I invoice him every 4 weeks and I allow 7 days for payment of my invoice

He started off paying on the day he received the invoice. Then it started getting later and later - all fine as always paid within my 7 days

This invoice however is 4 days late and no sign of being paid. I know he's about, he's very active on his social media channels (part of his job) but he's a very awkward and tricky person to deal with, which I shan't go into

How do you word a 'I need you to pay this today' email without being arsey because arsey doesn't d how I feel?

Dear X,

Just a quick reminder that this invoice is overdue and requires payment today.

Best wishes,

HalfBaked

You introduce late payment fees in a professional manner. You cannot retrospectively apply them but it will help in future.

right now, you tell him you cannot continue to work for him unpaid. And down tools.

Thanks both

That's a good idea to add in late payment fees. Just politely at the bottom of the email

I'm not usually so insipid but he's really awkward to deal with and I feel he's deliberately not paid this invoice as I had to point out the other week that he was doing something wrong ( something that was not legally correct) and he didn't like that much!

“Hi X, just a reminder that my invoice, number 123456 is now overdue for payment. Could you
sort this today please? Many thanks”.

And then you issue a new contract which includes partial or al payment upfront, and/or late payment fees.

Maybe it's a British thing - or me being pathetic thing! - but it feels so awkward to chase up money

Ah, powerplay. 'You told me off so I'm going to retaliate by making you wait for your money.' Childish but satisfying (former accounts payable here) - unless you're the one waiting for the money.

Point out no further work will be done until he ponies up. And introduce late payment fees. Email clients - SO sorry this is necessary but lately more and more invoice payments have been made outside agreed payment terms.

Yea stop working (politely) until it's paid.

@MrsDanversGlidesAgain yes, I feel this is the case. I HAD to explain why we couldn't do what he wanted to do and he was ... a little huffy. And funnily enough, my invoice is now late .

I'm on it now. Pulled up my big girl pants

If it’s only day 4 and he has 7 days to pay then I feel you can’t get worked up until day 7 surely…

Or do you mean it’s 11 days late now? In which case fair enough.

Four days over the seven, I assume.

@baublesoftreetown no. The invoice was due last week AFTER the 7 days had elapsed

We are now on day 11 since invoice issue

I would never chase an invoice inside of my actual payment terms!

Hanging onto payment until the last minute is fair enough from in cash flow terms, whatever the size of the company. That said, I was always scrupulous about paying small/individual suppliers on time because their cash flow tends to me nearer the knife edge than a big corporate.

We have payment t&c on our invoices:
Payment upon job completion. Late payment will result in a £50 charge.

Never an issue

Dear dickhead,
This is a reminder that invoice 1234 was for for payment before January 5th 2023. This would usually incur late payment fees of £x , however given all prior invoices have been paid within the agreed window, these will be waived if this invoice is paid by 5pm today.
Regards
OP
If he does it again you tell him you will have to bill in advance for any services agreed as the credit agreement is being withdrawn.

Dear x

invoice no xxx in the amount of £y is now overdue. Can you please expedite payment.

No further work will be undertaken until payment has been received.

With thanks

If he does it again you tell him you will have to bill in advance for any services agreed as the credit agreement is being withdrawn

Depends. I'd introduce the late payment terms and use the above as the option if he continues to take the piss. If he's also a small co. he might be being paid late, as well.

I like that. Make it as though you send these things out all the time rather than it's to him personally.

Say that you're sorry to press them, but that your accountant is insisting that paperwork is dealt with promptly.

No excuses, sorry etc...

Invoice xytz is overdue pay by x date.

@MrsDanversGlidesAgain wealthy company. Not big but £££.

Put it like this, he wouldn't stand for being paid late for his services that's for sure!

I've gone with

Dear X

I hope you're well.

I've re-attached my invoice just in case you didn't receive it on the 5th January. I'd be grateful if payment could be expedited today

Many thanks

Best wishes

Me

So it's maybe a bit feathery but I don't want to go in too hard.

Just hate having to do this!

That sounds OK - a tone of 'I know it's a busy time of year and these things can be overlooked.' If he pays up today, all well and good. If not, then you might have to decide how much you need him as a client, given that you said from your first post that he's very awkward and tricky to deal with.

I occasionally forget to pay on time and the day after payment is due, she sends a polite email similar to yours OP but below her polite email is a copy of the invoice with OVERDUE stamped all over it in huge red capitals. It’s quite effective at making me feel guilty and pay immediately!

Although in fairness it has to be said some suppliers don't help themselves. I was furloughed in 2020 and went back to the office in August - one supplier sent a great long statement of invoices nearly 6 months overdue. When I called them up and asked when they'd emailed them, the reply was 'Oh we posted them.' To an office that hadn't had anyone in it for five months. Not a small company either.

He doesn't value your services. That's why he's late.

I would re-consider him as a client and introduce late fees.