How to Ask a Client for Payment (Without Feeling Awkward)
Getting compensated for the services you provided is a pretty straightforward thing. However, many small business owners continue to struggle with late payments, which can severely affect their cash flow.
Even though your customers may not be doing this on purpose to hurt your business, the reality is that you just can’t let this situation occur again and again. Many people also look for guidance on how to ask for payment professionally, especially when they want to avoid uncomfortable situations.
So, today, we’re going to show you how to politely ask for payment from a client. Also, you’ll get templates that you can adapt and use when you want to know how to politely ask for an invoice payment before the deadline.
Why you may have a hard time asking for payments
While you may not like to talk about money or ask for payments, the truth is that it is crucial that you know how to do it properly. After all, your small business may be at risk if some of your clients simply don’t pay for the services provided. Therefore, it is time to learn how to ask for payment of an invoice politely.
Ultimately, there are three main reasons why business owners don’t like to ask for payments:
1. Fear of Confrontation
Most of the time, you tend to imagine the worst-case scenario. However, it’s important that you acknowledge that the most common reason for a client not to pay what they owe on time is because they simply forgot. You don’t need to be afraid of how the client will react.
2. Sounding Pushy
While you won’t sound pushy when you are asking a client to pay for their overdue invoice politely, most business owners and freelancers alike think they will be seen like that. They think that it’s not easy to find new clients and that they are afraid of losing them.
3. Not Knowing How to Proceed:
We totally understand your point, and we’re here to help. After all, we created this entire article to show you how to ask for payment from a client in the right way.
When you should ask
To prevent any problems or delays, some business owners opt to send an email one week before the invoice due date. You can see this as a friendly reminder of what was agreed between you and your client. Besides, this is also a good way to show that you will deliver your services on time.
In case you don’t want to follow this approach, it’s perfectly fine. You can simply wait for the person you’re working with to make the transfer on time. However, if they don’t, you should then think about using a payment reminder.
How to ask for payment
As we already mentioned above, this is intimidating for some people. However, it is the way you are looking at the words. You are looking at “ask” as if the client needs to agree with something. However, this is not the case. You both agreed some time ago that you would deliver the services on a specific date, and the client would pay for them on a specific date as well. There was an agreement.
You’re not really asking; you’re reminding someone who forgot to pay for the services they already received. This is why client communication is so important. Using the right words can make a huge difference in how your message is read and interpreted.
- Be polite: Use courteous language and remain calm during your message. Don’t accuse or yell at your client. Also, you don’t need phrases like “sorry to bother you” or “I hate to ask,” because you’re simply reminding the client about work you already delivered. A calm tone usually gets faster replies.
- Be professional: Write your message in a professional manner. This means that you should be firm about overdue payments and go straight to the point. Don’t waste anybody's time. Avoid emotional wording and stick to the facts: the date, the amount, and the invoice number.
- Be persistent: Even if you don’t get an answer to your first payment request email, don’t lose your calm or become aggressive. This won’t take you anywhere.
How to gently ask for payment
Many people aren’t sure how to ask for payment on an invoice, especially when they want to stay polite. The most effective way to request a payment is by sending an email. This is usually the easiest approach when you want to know how to politely ask for invoice payment. Not only do you have proof that you sent the email, but you can send the invoice attached to ensure the client has everything they need to make the payment.
One thing that you should keep in mind about these types of emails is that they should be short and straight to the point. However, they need to include all the details to ensure that the client knows what you’re talking about and completes the payment fast.
Before you send an email to your client, you need to confirm a couple of things:
- The person you are sending the email to is the one who agreed to the payment or the person in charge of making the payment.
- Confirm that you have the right document.
- Check the amount that is due. The numbers on both the invoice and the email message need to match.
- The name of the project and services provided are the correct ones.
These steps also help when you’re unsure how to ask for receipt of payment, especially if you need confirmation after the client sends the amount. Now that you have all the information in your hands, it’s time to actually write the email and send it. Here are some templates that you can easily edit:
1. One week before the due date
Notice that it isn’t mandatory to send this email. Some business owners and freelancers prefer to do so to ensure that the client is reminded ahead of time that they will need to make the payment in a week.
Subject: Just a Quick Heads-Up: Invoice [#] Due Next Week
Hi [Client Name],
I hope you’re doing well! It was a pleasure collaborating with you on our recent project, and I just wanted to send a friendly payment reminder that Invoice [#] will be due one week from today.
You can take a look at the invoice here: [Invoice Link]. The page also includes all available payment options for your convenience.
If anything is unclear—whether about the invoice, payment methods, or the work completed—feel free to reach out. I’m happy to help.
Thanks so much,
[First Name]
2. Due date
Subject: Invoice for [Project Details/Invoice Number]
Hello [Client’s Name],
I hope you’re doing well. It was great working with you on [brief description of the project], and I’m glad we were able to bring everything together smoothly.
Attached is the bill for my services. As agreed, the total comes to [total amount], and payment can be made via [preferred payment method: PayPal, credit card, etc.] by [due date].
Thank you again for the opportunity to collaborate, and thank you in advance for your prompt payment—I’d be happy to work together on future projects.
[Your preferred signoff],
[Your Name/Signature]
3. One day overdue payment
Subject: Friendly Reminder: Invoice [#] for [Project Name] Past Due
Hi [Client’s Name],
I hope you’re having a great day. I wanted to reach out with a quick reminder that the payment for [Project Name]—Invoice [#]—became overdue as of yesterday ([date]). According to my records, the open balance is [Amount Due].
I’ve attached the invoice for your convenience, and you can make the payment using the following method(s): [Payment Methods/Link].
If you have any questions or if anything is unclear, feel free to let me know—I’m happy to help. Thank you, and I look forward to the possibility of working together again in the future.
[Your Name/Email Signature]
4. One week overdue payment
Notice that you shouldn’t send a follow-up payment email every single day. However, if the client fails to respond and hasn’t paid yet, you should send an email after one week.
Subject: Friendly Reminder: Invoice [#] for [Project Name] One Week Past Due
Hi [Client’s Name],
I hope you’re having a great week. Based on my records, I haven’t received payment for Invoice [#] for [Project Name], and it is now one week overdue. The outstanding balance is [Amount Due].
If you work for a company and not an individual, add this line:
Do you mind checking on this payment for me? If there’s someone else I should be contacting regarding payment, please let me know.
If you have previously agreed on late-fee terms, add this line:
As outlined in my payment terms, I charge a [Late Fee Amount] late fee for overdue invoices that applies after [Number of Agreed Days] days.
I’ve attached the invoice here for easy access: [Payment Options/Link].
Could you please share an update on when I should expect the payment? If there’s anything you need on my end to help initiate or speed up the process, feel free to let me know.
All the best,
[Your Name/Email Signature]
5. One month overdue payment
At this stage, your tone needs to become more serious. However, this doesn’t mean you should be rude. Make sure that you maintain business etiquette from start to finish.
Subject: Friendly Reminder: Invoice [#] for [Project Name] – One Month Overdue
Hi [Client’s Name],
This is my follow-up regarding the overdue payment for Invoice [#] tied to [Project Name]. The balance of [Amount Due] is now one month (30 days) past due. Please share an update on when I should expect this payment. My initial reminder was sent on [date].
If you signed a contract with the client and it includes late-fee terms, add this line:
Note: This payment is overdue by [Number of Agreed Days] days and is subject to [Late Fee Amount] in late fees, as outlined in our contract.
If you want to reference previous late-fee reminders, add this line:
As noted in my earlier email, a late fee may apply moving forward since the payment is now over 30 days late.
I’ve attached the invoice here for your convenience: [Payment Methods/Link]. You can submit payment through the multiple options provided in the link.
If there’s anything you need from me to help initiate or expedite the payment process, please let me know.
Thanks,
[Your Name/Email Signature]
Know your rights before escalating
Before you take the next step, it helps to understand your basic rights as a service provider. You don’t need to be a legal expert, but there are a few things worth keeping in mind.
- Laws vary by country and state. Some places require written agreements for late fees or specific timelines for payment reminders.
- Late fees must be agreed to in advance. If the fee isn’t in the contract or invoice terms, it may be harder to enforce.
- Keep all communication in writing. Save emails, messages, and copies of your invoices. This helps if you ever need to show proof of your attempts to collect payment.
- Stay consistent with your process. Use the same follow-up steps for every client so you’re fair and organized.
- If needed, ask a lawyer for guidance. A short consultation can help you understand your options without committing to anything big.
What to do if the client still doesn’t pay
Unfortunately, this sometimes happens. But above all, you need to try to maintain your calm because you have reason on your side. Here are the steps you should take now:
1. Ask over the phone
The reason why most people prefer to use email is because it isn’t so personal. So, maybe you’re not very comfortable talking on the phone with a client, but you need to understand that sometimes you have to do what you have to do.
The truth is that calling your client is the fastest and most direct way to solve the situation. Even if you are not comfortable talking on the phone, it is always helpful to check things first to ensure you have everything you need with you. Here are some things to consider before picking up the phone:
- Call the right person
- Introduce yourself (you don’t need to be extremely formal; it depends on the relationship you have with your client)
- Know what you want
- Speak calmly and don’t let emotions interfere
- Get straight to the point; you don’t have any time to waste and you don’t want to waste your client’s time either
- At the end of the conversation, you should summarize everything
If it helps, you can come up with a script on your own to ensure that you don’t forget any details.
2. Send a DM or text message
Sometimes, the client doesn’t pick up the phone. They may be busy, in a meeting, driving, or simply may not pick up a number they don’t recognize. They may not even like to talk over the phone. No matter the reason, what matters is that you need to ask for the payment that is already due.
So, you may send a DM (Facebook, Instagram, Twitter, or another platform) or you may send the client a text message if you have their number.
Again, make sure that you include the name of your project, the invoice number, when it was due, and ask when you can expect to get the payment.
3. Use third-party options
If the company continues without returning your emails, calls, and messages, or if they still haven’t paid, you can get help from a lawyer or a collection agency. If you opt for a lawyer, you should consider letting your client know that you’ll be suing them. This is the trigger some people need to pay, and you’ll avoid wasting time and money on courts.
A collection agency is a company that helps you get paid in exchange for a percentage. This percentage is usually between 20% and 35% of the amount owed. You just need to provide the agency with the invoice and the services that you delivered.
Notice that if you choose to use a collection agency, you will almost certainly lose the client.
How to prevent asking for payments in the future
No solution is 100% bulletproof. However, there are some things you can do that can help you avoid late payments.
1. Sign a contract
If you have a contract, you’ll be more secure even if you have to turn to a lawyer to get your money.
2. Send the invoice before you even start the work
You may be wondering why you should do this. However, the reason is simple: you’re clarifying all the details about the work you were hired to do and the terms that were agreed between you and your client.
In the invoice, you should include the details of the services you’ll be delivering to your client, when you’ll deliver them, how much you charge, the payment terms, and the payment methods available.
If you need a simple way to do this, you can use Flowlu’s free invoice generator to create a clean invoice without signing up.
3. Always include payment terms
You should clearly mention when and how you expect to be paid for your services in the contract and the invoice. Just pick the terms you are comfortable with.
4. Ask for advance deposits
If the project you’ll be starting is very big, you may want to ask for an advance deposit. This also helps when you’re unsure how to ask for partial payment at the start of a project. Anything from 10% to 50% is a good idea.
5. Charge interest on late payments
When you’re using a contract, you can add a clause where you state that you’ll charge interest on late payments. Make sure that you define a rate. For example, you may charge 6% extra when the payment is 30 days overdue.
6. Payment methods
The more payment methods you accept, the better. This ensures clients will be able to choose the one they prefer.
7. Good communication from start to finish
Maintaining good communication throughout the project is a very important part of the job. Not only will your client always be on top of what you’re doing, but they will also feel more obliged to pay on time.
8. Automate reminders so you don’t have to follow up manually
If you want to avoid sending multiple payment reminders yourself, you can use invoicing software to handle this part for you. Automated reminders help you stay consistent, and they also make the process less awkward for both you and your client.
Tools like Flowlu let you set up recurring invoices, scheduled reminders, and simple payment links. Your client gets a clear message at the right time, and you don’t need to check your calendar or rewrite the same email. You can also use the client portal to share invoices, project details, and payment status in one place.
Automation doesn’t remove the personal touch. It simply keeps things organized and helps you collect payments without any stress.
Bottom line
Even though nobody likes to deal with this situation, late payments are a part of all businesses. However, the way you handle them makes all the difference. This may mean getting your full payment sooner or, in some cases, getting your payments over time if your client is struggling.
When you are in this situation, you should try to maintain your calm and not let emotions affect you or your writing. Just use the email templates above to ask for payment professionally.
And if you’d like to avoid manual follow-ups, Flowlu can handle your invoice reminders for you. It’s an easy way to stay organized and get paid faster.
This covers how to ask a client for payment or how to ask for payment from a client in a simple and polite way. You should start by asking for payment by email. Make sure that you add all the details to the email message and attach the invoice as well. Your message should be straight to the point, polite, and professional.
While you can send an SMS, it’s wiser to start by using email and then calling your client. If the client doesn’t return your message or if they continue without paying, you may then try to send them an SMS.
Yes, they can. But you can always turn to a lawyer and sue your client or hire a collection agency to help you.
