Getting Paid on Time: Practical Advice for Chasing Invoices Without Damaging Relationships

Let’s be honest, chasing late payments isn’t why you started your business. But if you run a business, getting paid on time can be the difference between a healthy cash flow and sleepless nights.

Unfortunately, late payments are still a persistent issue for UK businesses. According to recent research*, over half of UK SMEs are regularly paid late, often by larger customers. And while cash flow is crucial, so too are your client relationships.

So how do you strike the balance?

At Bernard Rogers & Co, we work with many businessesnavigating this exact issue - so here’s our practical, people-focused guide togetting paid on time without burning bridges.

1. Start with Clear, Confident Terms
Set the tone early. Your invoice terms should be:

· Clearly laid out on every invoice (due date, payment method, late fees if applicable)
· Agreed in writing before the work begins
· Consistent across all your communications 

Many businesses avoid talking money early on, but clarity from the start avoids awkwardness later.

2. Send Invoices Promptly and Professionally
It sounds simple but delays often start on your end. The sooner the invoice lands, the sooner it’s likely to be paid.

· Automate where possible (Xero, QuickBooks, etc.)
· Make it easy to pay - include bank details, payment links, and reference numbers
· Double-check the invoice is addressed to the right person or department

3. Follow Up Early (and Politely)
Don’t wait until it’s weeks overdue. A polite reminder a few days before the due date often works wonders.

Example:

“Just a quick note to confirm everything’s in order with the invoice we sent over. It’s due for payment this Friday - do let us know if you need anything from us.”

This keeps the conversation light and professional, not confrontational.

4. If It’s Late, Stay Calm - But Stay Firm
Chasing money doesn’t have to mean conflict. Try this approach:

· Start with a friendly nudge (email or phone call)
· Refer to the agreed terms and resend the invoice
· Set a new, specific date for payment

Still no joy?
Consider introducing:

· A second follow-up with escalation (“If payment isn’t received by [date], we’ll need to consider next steps.”)
· Late payment interest (under the Late Payment of Commercial Debts Act)

We can advise you on when and how to introduce these options and how to word them properly to protect relationships while protecting your business.

5. Know When to Escalate (and How to Avoid Needing To)
Sometimes, despite your best efforts, payment just doesn’t come. If you’ve exhausted friendly reminders:

· A formal letter from your accountant can carry weight
· Debt recovery may be a last resort, but don’t let unpaid invoices linger indefinitely

That said, prevention is better than cure. Consider:

· Credit checks on new clients
· Deposits or staged payments for larger jobs
· Stop-work clauses if invoices aren’t settled

Final Thoughts: Getting Paid Is Part of Doing Good Business
Chasing payment doesn’t have to feel awkward. In fact, being organised,clear, and professional about your invoicing builds trust — not tension.

If you’re spending more time chasing payments than growing your business, it might be time to look at your internal processes. That’s where we come in.

At Bernard Rogers & Co, we help businesses like yours put practical systems in place to reduce stress, boost cash flow, and get paid faster - without damaging the relationships you’ve worked hard to build.

* According to a 2025 FSB–Go Cardless survey of over 2,000 UK small business owners, nearly60% report experiencing late payments, with 45% seeing an increase over the previous year — and around 25% of invoices arriving up to 60 days late.