Unpaid invoice follow-up: the complete guide to getting paid faster (2026)

A reminder for an unpaid invoice is the process by which a company requests payment from a client for an overdue invoice that remains unpaid. It follows a three-step escalation: an initial friendly reminder by email, a more forceful approach, and finally a formal demand letter by registered mail. This guide details each step, with ready-to-use templates and the legal framework, to help you get paid faster while preserving the client relationship.

Why and when to follow up with a client

An overdue invoice without payment directly impacts your cash flow. The sooner you contact them, the better your chances of receiving payment quickly, without having to go through costly procedures.

What you risk by not restarting

Without contact, a debtor may consider the unpaid amount insignificant. Each day of unaddressed non-payment increases the risk of oversight, financial hardship for the client, or future litigation.

When to send your first follow-up

A preliminary request can be sent a few days before the invoice due date, via a friendly email. If payment is not received, send your first letter the day after the due date: acting quickly remains the best approach.

The recovery process, step by step

Here's how to manage payment reminders until the invoice is paid.

First follow-up: a friendly reminder by email

This initial email should be polite: clear subject line, email address stating the amount and due date, and a request for prompt payment. Attach the invoice to facilitate payment.

Second attempt: a firmer tone

If the first message remains unanswered after a week, send a second contact with a more direct tone: recall previous exchanges, specify the applicable late payment penalties, and set a new deadline.

Third reminder: the formal notice

If there is no response after the second request, a registered letter becomes the next step. A formal demand for payment is sent by registered mail with return receipt requested and specifies a firm deadline before legal action is taken.

If the client persists: debt collection and legal action

If the debtor persists despite the final warning, debt recovery proceedings or an application for an injunction in court remain possible. This legal process takes time, but protects your rights to the amount owed.

Sample reminder letter for an unpaid invoice

Here is a sample email letter for an unpaid invoice, which can be adapted according to the stage of the process and the desired tone. Each email maintains the same structure: a clear subject line, a note explaining the context, and a specific request.

Example email for the first follow-up

Subject: Reminder, invoice no. XXX is due. Hello, we have not yet received payment for invoice no. XXX, which was due on [date]. This may have been an oversight on your part; could you please make the payment as soon as possible? You will find the invoice attached. Sincerely.

Example email for the second reminder

Subject: Second reminder, invoice no. XXX still unpaid Hello, despite our previous email, invoice no. XXX remains unpaid. We would appreciate it if you could settle this amount within one week. After this period, late payment penalties may apply. Sincerely.

Example of a formal notice email

Subject: Formal notice, invoice no. XXX Dear Sir/Madam, as we have received no response from you despite our previous reminders, we hereby formally demand that you pay invoice no. XXX within 15 days. Failing this, we reserve the right to initiate debt collection proceedings.

Contacting the client: email, phone or mail

Email remains the quickest way to initiate a friendly reminder. For persistent non-payment, a phone call effectively complements written communication: it allows you to understand the client's situation and obtain a verbal commitment to a payment date.

Maintaining a good customer relationship despite the follow-up

Following up with a client about an unpaid invoice shouldn't damage the business relationship, especially with a regular customer. Adapt your approach to the situation: a company that has always paid on time deserves a more relaxed reminder than a recurring debtor.

Avoiding common mistakes during a relaunch

Be careful not to leave too much time between reminders: the longer the gap, the lower the recovery rate. Conversely, sending a very insistent reminder on the first day of overdue payments can seem aggressive. Establishing a clear timeline for each step remains the best approach.

When legal proceedings become necessary

If the debtor does not respond to any reminders or formal notices, legal proceedings (payment order or action before the commercial court) remain the last resort. This approach has a cost, but it protects your claim in the long term, particularly for large sums of money between businesses.

Send the appropriate reminder depending on the amount and the situation.

For small amounts, a friendly reminder is often enough to obtain payment. For larger sums between professionals, address the reminder to the correct contact person (accounting department rather than the sales contact), and specify the original payment terms, as well as the consequences of non-payment.

What you need to understand before taking action

Before taking any action, verify that the invoice has indeed been received by the client: an incorrect email address can sometimes explain a delay that isn't actually a delay. It's important to keep proof of sending for each reminder, which will be useful in case of subsequent legal proceedings.

Another common situation is a company experiencing temporary cash flow difficulties. In this case, offering a payment plan can prove more effective than a firm reminder, preserving the relationship while ensuring debt recovery.

Debt collection: the possible options

If reminders are unsuccessful, several solutions exist: amicable debt recovery through a specialized third party, or direct legal action. The choice depends on the amount owed, the time available, and the desire to preserve the relationship with this client.

Automate your follow-ups with Djaboo

Djaboo automatically sends each reminder according to a defined schedule, without you having to write an email for each case of late payment.

Before/after with Djaboo

before: You track your invoices in a table, you write each reminder email by hand, and an oversight quickly happens with several files in progress. Next, with Djaboo: Each unpaid invoice automatically triggers the correct reminder at the right time, without any oversight or error on my part.

How does it work in practice?

You define the frequency of your reminders once (7, 14, or 21 days, for example), and Djaboo automatically sends each email as soon as an invoice remains unpaid. You keep a complete history of each reminder sent.

Reinsurance

Your communications with each client are archived to prove that each follow-up message was sent in case of a dispute. The support team can help you adjust the tone and frequency of your follow-ups.

Djaboo facing a manual restart

Payment delays in France: the scale of the problem

Following up on unpaid invoices is not a marginal issue: according to theAltares study (September 2025)The average payment delay in France reached 14,1 days in the first half of 2025, a record high. According to Online Accounting86% of French companies are affected by payment delays.

A matter of survival for small businesses

According to Altares, more than 25% of business failures are directly attributable to excessive payment delays.Bank of France Payment Delays Observatory It also calls for continued vigilance: every day of delay weighs on the cash flow of those waiting for their money.

The legal framework: deadlines, penalties and fixed compensation

The law precisely regulates payment deadlines between professionals and the penalties applicable in the event of an unpaid invoice.

Legal payment terms between professionals

Unless otherwise agreed, payment is due 30 days after receipt of the goods or completion of the service. The parties may agree to a longer period, not exceeding 60 days from the invoice date (or 45 days end of month), in accordance with the Commercial Code.

Late payment penalties and compensation of €40

From the first day of delay, two amounts become due without prior notice: late payment penalties at the rate specified on the invoice, and a fixed recovery fee of €40 per unpaid invoice, detailed by Service-Public.frFew companies claim it: yet it is a right, and a bargaining chip in the recovery.

Statute of limitations: don't let your debts lie dormant

Between businesses, the statute of limitations for legal action to recover payment is 5 years. With individuals, this period is reduced to 2 years. After this time, the debt becomes irrecoverable: all the more reason to structure your follow-up on unpaid invoices without delay.

When friendly reminders are no longer sufficient

If written and telephone reminders remain ineffective, the escalation follows a specific order.

The formal notice, the final warning

A formal notice is a registered letter with acknowledgment of receipt that sets a final payment deadline. It triggers the accrual of legal interest and is an essential prerequisite to any legal action.

The order to pay, simple and inexpensive

For an undisputed debt, a payment order allows you to obtain an enforceable judgment without a hearing, through the commercial court. The procedure is done online and costs a few tens of euros, often much less than the unpaid invoice itself.

What the law says about unpaid debts

The framework is clear: as soon as the payment deadline is exceeded, penalties are automatically applied, calculated at the ECB's key interest rate plus 10 points, in addition to a fixed compensation of €40 for recovery costs (Article L441-10 of the French Commercial Code). Simply reminding the company of these rules, along with the exact amount due, is often enough to obtain payment: the information has a deterrent effect. The company thus has concrete means at its disposal before resorting to legal action.

In practice, it's best to be proactive: rigorous management of customer follow-ups prevents many unpaid invoices. Contacting the customer as soon as the due date, conducting regular follow-ups, and using a dedicated tool allow you to resolve the situation amicably in most cases. Djaboo automates these customer follow-ups and keeps every exchange available, preserving the relationship while securing your cash flow.

An effective reminder is simple: remind the client of the invoice reference and the amount due, then invite them to make the payment within a few days. A clear, dated reminder email, providing all the necessary information, is sufficient in most situations. If there is no response, the next step is to send a registered letter with acknowledgment of receipt.

Frequently Asked Questions about Following Up on Unpaid Invoices

How to manage follow-ups with multiple clients at once? A manual tracking table works for a small volume; beyond that, a tool that automates sending becomes more effective to avoid any oversights.

Is it always necessary to use email before calling? No, a phone call can usefully complement an unanswered email, especially for a company with whom you already have an established customer relationship.

When should you send your first reminder for an unpaid invoice? The day after the due date, in a friendly tone.

How many reminders should be sent before a formal notice is issued? Generally, two reminders (amicable then firm) are sent before a formal notice is sent by registered letter.

What should be done if the client does not respond to the formal notice? Consider a debt recovery procedure or a payment order before the appropriate court.

Can late payment penalties be charged? Yes, the penalty rate must be specified on the original invoice to be applicable.

How can I automate my invoice reminders? Software like Djaboo automatically sends each reminder according to a defined schedule, without manual action.