Client not paying? How to handle an unpaid invoice
A client who doesn't pay is annoying — but usually you solve it with a few calm steps. The key is to act on time and neatly. Here's how.
Step 1 — Check your own invoice first
Before you send a reminder: is your invoice correct? Does it show the right amount, the payment term and your account number? An unpaid invoice is sometimes just an invoice the client couldn't process properly.
Step 2 — Send a friendly reminder
Has the payment term just passed? Send a short, friendly reminder. Often it's simply forgotten. Refer to the invoice number and the due date, and ask them to pay after all.
Step 3 — Send a second reminder (formal notice)
Still no payment? Send a formal notice (aanmaning): a firmer reminder with a clear new deadline (for example within 14 days). Make clear what happens if it still isn't paid.
Selling to private customers? Then you often have to send a free "14-day notice" first before you may charge extra costs. For businesses the rules are more relaxed. Check the exact rules for your situation.
Step 4 — Charge interest and costs
If the client still doesn't pay after the notice, you may often charge statutory interest and collection costs. The exact amounts and conditions differ per situation (private or business), so look them up in advance.
Step 5 — Get help
If none of that works, you can bring in a debt collection agency, or for larger amounts go to court. Often the threat alone is enough to get payment.
Prevention is better: keep the overview
The best approach is to prevent an invoice from sitting unnoticed. Send your invoices on time, set a clear payment term, and track which invoices are still open.
In BoekBrug you send your invoices straight away and see — thanks to matching with your bank statement — which are paid and which are still open. So you know right away who needs a reminder, and no invoice sits unnoticed.
Important
This is a general explanation, not legal advice. The exact rules on notices, interest and collection costs differ. For your situation, consult an expert or a reliable source such as the Chamber of Commerce.