You Did the Work — So Why Haven’t You Been Paid?
If you're a small business owner, sole trader, or freelancer, chances are you’ve been here:
You sent the invoice.
You followed up once or twice.
Still... nothing....??
Now you’re left wondering:
"Am I being too pushy?"
"What do I do next?"
"Is it worth chasing this at all?"
First of all you're not alone. Yes, you should chase it. Because you earned it.
This guide is for business owners who’ve never had to deal with unpaid invoices before and just want a clear, simple way to handle it — without stress or confrontation.
Step 1: Double Check the Basics
Before anything else, make sure:
- The invoice was sent to the correct contact (name + email)
- The due date was clearly stated
- Your payment details were easy to find
- You’ve waited a few days past the due date (some people genuinely forget)
If all that checks out, it’s time to follow up.
Step 2: Send a Friendly Reminder Email
Tone matters. Keep it polite, clear, and professional. For example:
Hi [Name], just a quick reminder that invoice #[123] for [service/product] was due on [date]. If it's already been paid — thank you! If not, can you let me know when to expect payment?
Still no response after a few days? Follow up again. Then move to the next step.
Step 3: Make a Phone Call (If You Can)
Sometimes, one quick phone call solves what weeks of emails can’t. If you’re comfortable doing it, call and:
- Ask if they received the invoice
- Ask if there’s a reason for the delay
Listen, please don’t assume.
This step often uncovers issues (cash flow, admin delays, confusion) that can be solved with a payment plan or new deadline.
Step 4: Send a Final Notice or Engage a Collection Agency
If you're being ignored, dodged, or given endless excuses, it’s time to act. This doesn’t mean you’re being aggressive. It means you’re protecting your business.
You can either:
Send a final reminder stating you’ll hand it over to collections if not paid by X date.
or
Engage a debt collection agency now to handle it for you.
This is where Guardian Credit Services comes in.
- You don’t have time to chase debt.
- You don’t want conflict.
- You would rather focus on doing what you do best.
At Guardian Credit Services, we deal with everything from one-off unpaid invoices to ongoing account recovery. No jargon. No heavy-handed tactics. Just real, Kiwi business support that works.
It’s not just about the money it is about your time and energy.
Chasing invoices shouldn’t be part of your job description. You deserve to be paid and to get support if you're not.
So if you're stuck, frustrated, or just unsure where to start, you don’t have to do this alone, give us a call at Guardian Credit Services 09 414 5346.
