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Key takeaways
- An invoice is past due when the due date has passed without payment. The first job is to find out why.
- Chase on a schedule: a friendly check before the due date, a reminder on day 1, a firmer note around day 15, a call, then escalation.
- Late fees and interest only work if the contract or terms say so. Say it before the sale, not after.
- Keep a record of every contact. It is evidence if the debt goes to collections.
Free PDF and Excel: Overdue invoice chase tracker and email wording. Get it below
Why invoices go past due
A past due invoice is an invoice whose payment date has passed while the amount remains unpaid in whole or in part.
Collections people say that most delays have dull causes. The invoice went to the wrong person. A purchase order number was missing. The approver is on leave. The bank detail changed. Begin by asking which of these it is, and you resolve more invoices than any stern letter would.
A print shop sends a 3,800 invoice with net 30 terms. On day 31 it is unpaid. The shop emails accounts payable asking whether the invoice was received and whether anything is blocking it. The reply: no PO number, so the system parked it.
The shop adds the PO number and resends. Payment arrives eight days later. A late fee notice on day 31 would have been wrong and unwelcome.
A chase timeline
| When | Action | Tone |
|---|---|---|
| 5 days before due | Check the invoice was received and has what the buyer needs | Helpful |
| Day 1 after due date | Polite reminder with the invoice attached | Neutral |
| Day 7 | Second email and a call to accounts payable | Direct |
| Day 15 | Written notice quoting terms and any late fee clause | Firm |
| Day 30 | Escalate to a senior contact on both sides | Serious |
| Day 45 or later | Final notice, then collections or legal advice | Formal |
Free PDF and Excel
Overdue invoice chase tracker and email wording
A tracker for overdue invoices with a contact log, plus reminder wording for each stage.
- Chase timeline
- Reminder wording
- Escalation checklist
- Excel ageing tracker that counts days overdue
Wording you can adapt
- Day 1: "Invoice [no.] for [amount] was due on [date]. We have not yet received payment. Could you confirm it is in process, and tell us if anything is missing?"
- Day 15: "Invoice [no.] is now 15 days past due. Under our terms, [late fee clause]. Please arrange payment by [date] or tell us the reason for the delay."
- Escalation: "We have written twice and called once. We would like to agree a payment date this week. Who can we speak to?"
Late fees and interest
A late fee needs a legal basis. Put it in the contract or in the terms the customer accepted before the sale. Some countries also set statutory late-payment interest between businesses, and some, such as India for micro and small suppliers, set maximum payment periods. See payment terms. Check your local rules before you charge anything.
If you are the buyer
- Pay the undisputed part and dispute the rest in writing.
- Ask the supplier for what is missing, once, in a single email.
- Check your statement of account for other invoices at risk.
- Send a remittance advice when you pay.
- The invoice was received by the right person.
- PO and other references are correct.
- Bank details match.
- The customer has been told the due date and terms in writing.
- Every contact is logged.
- The late fee clause exists and applies.
Last checked: 19 October 2026. General credit control practice. Statutory late-payment rules differ by country. Ask your adviser before adding fees.
Frequently asked questions
When is an invoice past due?
On the day after the due date, if payment has not been received in full.
Can I charge a late fee on a past due invoice?
Only if your contract or agreed terms allow it, and subject to local law. Put the clause in before the sale.
How long should I wait before escalating?
A common pattern is a reminder on day 1, a call by day 7 and written notice by day 15, then escalation by day 30.
What if the customer disputes the invoice?
Ask what exactly is disputed, agree payment of the undisputed part, and resolve the rest with evidence such as a delivery note.
Should I stop supplying a customer with an overdue invoice?
Many suppliers place orders on hold at a set number of days past due. State this in your terms.