In short
- Follow up the day after it is due, not a week later.
- Most late payments are administrative, not refusal. Ask before you accuse.
- Escalate on a schedule you decide in advance, so it never feels personal.
- Ordinary contractual debts in South Africa prescribe after three years.
The single biggest factor in recovering an overdue invoice is following up early. An invoice chased the day after it falls due gets paid far more often than one chased three weeks later, because by then it has moved from an oversight to a decision.
An overdue invoice sequence that works
- Day after due date. Short, friendly, factual. Attach the invoice again. Assume it was missed, because usually it was.
- Day 7. Phone. Ask whether it was received and approved, and when it is scheduled for payment. Get a date.
- Day 14. Email confirming what was agreed on the phone, with the invoice and a statement of the account.
- Day 30. A formal notice: the amount, how overdue it is, and what happens next.
- Day 45. Letter of demand, or hand it to a collections agent.
Decide the schedule before you have an overdue invoice. Following a process is easier than deciding each time whether today is the day you chase someone.
What to say
Weak: Just following up on the below, hope all is well.
Better: Invoice INV-0148 for R6,555.00 fell due on 26 September. Could you confirm it has been received and let me know the payment date? Statement attached.
The second version gives them everything needed to act. The first requires them to go looking.
Before you escalate, check your own side
- Was the invoice sent to the right person? Accounts, not your day-to-day contact.
- Does it carry a purchase order number if the client requires one?
- Are all required fields present? A tax invoice missing a field gets parked, not queried.
- Does the amount match the accepted quotation?
A meaningful share of overdue invoices are sitting in someone's queue for one of these reasons.
Prescription
Ordinary contractual debts prescribe after three years in South Africa. In practice you should never get near that, but it is the outer limit, and it resets if the debtor acknowledges the debt in writing.
Common questions
Should I stop work on other jobs for the same client?
Say so before you do it, in writing, and give a date. Stopping without warning turns a payment problem into a dispute.
Is a letter of demand something I can send myself?
You can, though for larger amounts many businesses have an attorney send it. Confirm the correct approach for your situation.
Can I charge interest?
Only if it was agreed in advance in your terms.
Quote to Invoice shows what has been sent, what has been paid and what is still outstanding on one dashboard.
Create your invoiceDisclaimer: This content is for general information only and does not constitute legal, tax, accounting or financial advice. Always confirm important requirements with SARS, the relevant authority or a qualified professional.
