Client Hasn’t Paid Your Invoice? — Unpaid Invoice Evidence & Follow-Up Protocol
Client hasn’t paid your invoice — but you’re unsure how to follow up without damaging the business relationship?
This practical 3-page protocol helps small businesses, freelancers and independent professionals organise an unpaid invoice systematically, understand what may be blocking payment, and prepare a clear, proportionate follow-up with AI.
It guides you through:
- Recording the invoice, client, agreement and delivery details
- Building a clear timeline of reminders, responses and payment promises
- Separating confirmed facts from assumptions and missing evidence
- Identifying whether you are dealing with an administrative delay, outstanding payment promise, invoice or scope dispute, non-response, or missing evidence
- Reviewing partial payments, credits and the actual outstanding balance
- Choosing an appropriate communication level: Clarify, Confirm, Resolve or Escalate
- Using AI without allowing it to invent legal rights, penalties or unsupported claims
- Preparing a professional factual follow-up message
What you receive:
- 3-page practical PDF protocol
- Invoice & Client Record
- Follow-Up Timeline
- Five Payment Blocker classifications
- Follow-Up Review checklist
- Four communication levels
- Controlled AI review prompt
- 6-step AI prompt sequence
- Copy-ready invoice follow-up framework
- Clear Stop Rule for situations where important evidence is missing
Instead of repeatedly sending reminders without knowing what to do next, use the protocol to clarify the situation, organise the evidence and decide on a proportionate next step.
No subscription required. Download the PDF and use it with the AI assistant of your choice.
Important: This protocol is an organisational and communication aid. It does not determine whether a debt is legally enforceable, whether interest, fees, collection action or other remedies are available, or whether any notice is legally sufficient. Contract terms and applicable local law may require professional or jurisdiction-specific review.
