A simple routine for keeping on top of unpaid invoices
Keep completed jobs, invoice due dates, customer replies and payment promises in one practical routine for your electrical business.
First, make sure the invoice can be paid
Before chasing, check that the invoice went to the right person and contains the details they need. A commercial customer may need a purchase order or job reference. A domestic customer may simply have missed the message.
Use the agreed amount and payment terms. If the job changed, make sure the additional work and price were agreed and recorded. A reminder cannot fix an unclear invoice.
Work from one unpaid list
Record the invoice number, customer, amount, due date, last contact and next action. Separate invoices that are not due yet from overdue invoices, and mark disputes clearly.
Check the bank or payment record before each reminder. A customer who paid this morning should not receive a message saying they have ignored you.
Start with a straightforward reminder
Keep the first reminder factual. Include the invoice number, outstanding amount and payment details or link. Ask the customer to let you know if something is preventing payment.
Hi [name], invoice [number] for £[amount] was due on [date] and is still showing as unpaid. Please could you check this for me? I’ve attached a copy. If you have already paid, please send the payment date so I can match it up.
Record promises and problems
If the customer says Friday, record Friday and check after that date. If a purchase order is missing, find out who can provide it. If the work is disputed, record exactly what the customer says and take it out of the ordinary reminder routine until it has been reviewed.
Keep copies of the quote, agreed changes, completion information, invoice and replies together. That makes the next conversation easier and avoids asking the customer the same question twice.
Choose the next step deliberately
An overdue invoice does not give you a reason to send threats or make legal claims you have not checked. If you need formal recovery, interest or legal action, get appropriate advice for that customer and debt.
For day-to-day admin, the useful habit is simpler: every outstanding invoice has a current status, an owner and a next action. Review the list regularly so missed promises are dealt with promptly.