I’ve freelanced for greater than a decade now, and I can nonetheless keep in mind the primary time I needed to comply with up on an unpaid bill.
My abdomen sank.
I refreshed the e-mail too many instances. I questioned if I had completed one thing incorrect.
Fortunately, it turned out to be an sincere mistake, and it was resolved rapidly.
The second time?
A fee platform swap messed every thing up, and as soon as once more, it wasn’t intentional.
However I do know lots of freelancers aren’t so fortunate.
Some have needed to chase invoices for weeks… months… generally even longer.
So I wished to understand how different freelance writers and copywriters deal with late funds.
I pulled their insights collectively so you’ve got a reference when a consumer drags their ft.
Listed here are the neatest, kindest, and simplest methods freelancers are getting paid in 2026.
1. Create a Pretend Worker (Or Use a Instrument)
These approaches depend on construction, automation, and emotional distance, one thing freelancers desperately want when cash’s concerned.
Here’s what Mallorie Wilson has to do if she has late invoices that haven’t been paid.
“I made up a faux accounting supervisor named Mike and I discovered that when Mike dealt with my bill funds, they had been paid on time and if any had been late no-one disputed the late price. I additionally automated my invoices with a 1 week reminder, 3 day reminder, and day of reminder. Each consumer receives it it doesn’t matter what they usually can attain out to Mike anytime if they’re going to have a difficulty or want further lodging.”
It really works as a result of purchasers deal with “Mike” with extra urgency than “the freelancer.”
Kelly Zimmerman makes use of a device that takes the guesswork out of deadlines and charges.
“I’ve carried out an invoicing system for freelancers (Moxie) that lets you set a fee deadline and may mechanically add a late price to the bill for late funds (which the consumer can see upfront).”
Automation = readability = fewer uncomfortable conversations.
Eleanor Bryan takes the “faux worker” technique up a stage.
“I’ve created a separate e mail account for a faux worker referred to as “Jonathan.” Firms are blissful to disregard my requests for fee because it’s apparent I’m a sole dealer, however as quickly as “Jonathan from accounts” emails them they assume I’m a much bigger firm they usually pay up.”
Remi Audette agrees to provide your boundaries a reputation.
“Have an accounts e mail and a “pushy bookkeeper” referred to as Debbie – she doesn’t have to really exist. She simply likes invoices being paid on time and can let purchasers know! Helps to take away the emotion out of it for you, since you’re not you, you’re Debbie.”
2. Defend Your self With Upfront Funds, Milestones & Contracts
Rebecca Whitlocke invoices earlier than doing any work. It is a nice technique for long run challenge or massive initiatives.
“I bill prematurely – by no means had any purchasers dismiss it. Normally a pleasant reminder will get the message by. Right here in France we are able to cost €40 per bill + a % of complete bill for late fee which is handed on to the consumer as late fee charges, it’s on each bill I ship.”
Clear, authorized, written phrases forestall chaos later for Rebecca.
Stephanie C. Watterson retains the negotiation truthful and structured.
“I’ve needed to begin asking purchasers to pay 50% up entrance and 50% on the finish of our settlement. That mentioned, I be actually clear about late charges in my dialog with purchasers and in emails too. I additionally hold following up on e mail too. Being a pest is well worth the cash, maybe…”
Sarah Griffin doesn’t await purple flags to develop. As a substitute she stops working.
“With new purchasers, I don’t do an enormous milestone with out pay; I count on some up entrance and common funds. For normal purchasers, I specific my phrases – fee inside 5 working days. I’m a freelancer, not an enormous firm! I’ve not had issues with fee as a result of I belief my intestine. And if I didn’t receives a commission, then they don’t personal that work and may’t use it. I don’t go straightforward on non-payers or scope creeps. STAND YOUR GROUND! (however try to keep away from it within the first place). ”
Sarah A. reminds us that contracts aren’t non-obligatory.
“Simply weighing in on late charges. State legal guidelines fluctuate broadly on these, with necessary ready intervals, caps on charges, and so on. When invoicing or organising contracts, you’ll have to accommodate the legal guidelines within the state the place your consumer is, too. And in virtually all situations, late price buildings should be agreed upon in writing. In some instances, you might also need to comply with a extra formal “collections” course of when sending out overdue stability notices or taking different steps to gather overdue funds.”
That is important, particularly in the event you work throughout borders.
3. Be Proactive
Joni Candy tackles late funds earlier than they grow to be late.
“If a consumer has traditionally paid me late (or if it’s a brand new consumer, and I’m fearful they may not be tremendous up to the mark), I often ship an e mail every week earlier than the fee is due with a pleasant reminder, and asking if there’s the rest they want from me to make an on-time fee. I’ve discovered being a bit bit proactive can actually assist forestall late funds. ”
A mild nudge beats a tense chase.
Meenakshi Lohani has an in depth listing making this virtually a masterclass.
“Set mini-deadlines: As a substitute of “pay me every time,” give clear expectations: “Cost due inside 7 days of bill.” People reply to readability.
Provide a easy method to pay. Embody direct hyperlinks or choices: financial institution switch, Stripe, PayPal. The better it’s, the quicker you receives a commission.
Name when emails fail. Generally a 2-minute telephone name does what three well mannered emails can’t. Maintain it informal: “Hey, simply following up on the bill — is every thing okay in your finish?”
Doc every thing. Maintain a fast log: bill despatched, reminders, responses. If issues go south, you’ve got a transparent timeline.
Use a calendar ping. Schedule follow-ups the second the bill is due. Don’t await the consumer to recollect. Deal with it like an appointment you’ll be able to’t miss.
Shoppers often pay quicker once you make it straightforward and non-threatening.”
That is how freelancers make their course of really feel “official”—even solo.
4. Persistence Pays (Even When It’s Uncomfortable)
Mathew Klickstein’s honesty is refreshing.
“Persistence is essential. I’ve been instructed (generally even by family and friends) that I textual content, name and/or e mail an excessive amount of. I at all times respect that suggestions and there are actually instances the place I’ll restrain myself if it’s somebody who’s simply outright saying, “Matt, sufficient. Simply cease.” Desire that to ghosting. Conduct that I can respect, as a result of it means I’m coping with an individual who’s sincere and let’s their emotions be recognized. However … if it’s somebody who owes me cash? Oy vey: I don’t cease till it’s completed. I’d quite their being postpone or a bit upset at me however I get my cash than merely hanging again out of some form of propriety or politeness. No. They’re those with the cash and the facility, and I gotta go for it till it’s completed. Chasing folks down for cash is terrible. However it’s simply one thing we’ve got to do nowadays, or else we’re doing work for nothing. So, I say persistence is essential. Even past what you’d usually really feel comfy with.”
He’s proper, politeness ought to by no means value you earnings.
5. Use the “Exterior Authority” Technique (It Works Each Time)
Brooke Turbyfill makes use of taxes as a dialog starter.
“I’ve used taxes as a method to get a consumer’s consideration and remind them that fee is required in a refined approach. It has labored each time, and on the finish of the day, it was often an sincere mistake or an accountant who was swamped. So, endurance, kindness, and readability go a great distance.”
Melanie Lockert additionally leans on the accounting angle:
“Each time I’ve had this situation, the best technique is to say that my accountant seen an excellent fee and want to wrap up my books for tax functions. Making it about my accountant and the IRS appears to ship extra urgency. ”
Shoppers instantly reply once they assume one thing official is going on.
6. Be Keen to Escalate
Kirsten Lamb’s recommendation is straightforward.
“Don’t be afraid to inform them you’ll escalate. Make it extra problematic for them to not pay you than to pay you. That apart, at all times assume one of the best of intentions. It’s usually an sincere mistake or a glitch on their aspect, assume finest intentions till it’s clear they don’t have any intention of resolving issues actually.”
Escalation doesn’t require aggression, simply construction.
Helen Iatrou takes the sensible route for late invoices.
“I’ve additionally been very fortunate when it comes to being paid on time. I’ve hardly ever needed to chase a consumer for fee. Nevertheless, what I might do, if wanted, is notify that I’ll be pausing all future work till fee is made. ”
When work stops, funds begin shifting.
Shari Berg is structured and chronic.
“I ship 3 complete notices – the unique bill, a follow-up, and a last-chance discover. If I’m nonetheless not paid, I file in small claims courtroom to gather what’s owed if it’s an quantity that makes it value suing over. And sadly, I’ve had just a few of these. ”
For some invoices, that’s precisely what you want.
Juliet John’s story is proof that escalation works.
“My finest recommendation is to threaten to out them on LinkedIn. I as soon as chased an bill with a well-known firm for about 5 months. My POC stopped responding to emails for no cause. I might comply with up and comply with up for weeks with none response. Each time he wrote again, he would say we’re engaged on it and this was for simply $500. Someday I bought fed up and instructed him I it was my final civil e mail, the following time I might cc his CEO and name him out on LinkedIn. I added the CEOs e mail so he might know I used to be severe. He responded in hours, looped accounts in and my bill was paid that week.”
Generally you want leverage, even simply the risk of it.
You’re the Boss!
Once you’re new to freelance writing, you’re not pondering having late invoices or learn how to deal with tough purchasers.
At the least that was me once I first began. It was all rainbows and unicorns and BEST purchasers ever!
However then it occurred to me and I needed to rapidly learn to take care of late invoices.
I do know it’s straightforward to imagine you’re doing one thing incorrect or that following up will make you appear tough.
However the fact is straightforward: you’re the boss. You run the enterprise.
You set the expectations.
And also you need to be paid for the work you’ve already delivered.
If an bill turns into late, one of the best factor you are able to do is comply with up immediately.
A brief, clear message despatched the day after the due date retains the method skilled and avoids pointless stress later.
It’s not emotional, it’s not confrontational, it’s simply a part of working a enterprise.
More often than not, the difficulty actually is one thing easy, like a missed e mail or a busy accounting staff.
Ranging from that assumption helps you lead with confidence as a substitute of frustration.
And generally the healthiest alternative is to maneuver on.
A consumer who constantly pays late isn’t a long-term match for your small business, regardless of how good they’re or how good the challenge appears on paper.
That is one thing I do with tough purchasers for positive! I simply minimize ties and transfer on.
I can go creates house for purchasers who worth my work and honor my phrases.
Each time you comply with up, maintain a boundary, or stand agency on fee, you construct confidence in your small business.
You’re not bothering anybody. You’re not overreacting. You’re working knowledgeable service—and performing just like the boss you already are.
