How to chase unpaid invoices in NZ
When to send each reminder, three emails you can copy, and what to do if a customer still doesn't pay.
A reminder timeline that works
| When | Send | Tone |
|---|---|---|
| 3 days before due | A heads-up with the invoice attached | Helpful |
| 1 day overdue | Reminder 1 | Friendly, assume it was missed |
| 7 days overdue | Reminder 2 | Clear and firm |
| 14 to 21 days overdue | Final notice | Formal, with a date and next step |
| After that | Phone call, payment plan or collection | Direct |
Reminder 1: friendly
Subject: Invoice [number] for [amount] is now due
Kia ora [name],
A quick reminder that invoice [number] for [amount incl. GST] was due on [date]. It may have slipped through, so here it is again with a link to pay: [payment link]
If it's already on its way, thank you, and please ignore this.
Ngā mihi,
[your name]Reminder 2: firm
Subject: Overdue: invoice [number], [amount]
Kia ora [name],
Invoice [number] for [amount incl. GST] is now 7 days overdue. Could you let me know when we can expect payment? You can pay here: [payment link]
If there's a problem with the invoice or the work, reply and we'll sort it out.
Ngā mihi,
[your name]Final notice
Subject: Final notice: invoice [number], [amount]
Kia ora [name],
Invoice [number] for [amount incl. GST] is now [21] days overdue, and we haven't heard back. Please pay by [date, 7 days away] or call me to agree a payment plan.
If we don't hear from you by then, we will [pass the debt to a collection agency / file a claim with the Disputes Tribunal / pause further work].
Ngā mihi,
[your name] · [phone]If they still don't pay
- Call them. A phone call often works where emails don't, and you hear the real reason.
- Offer a payment plan. Smaller payments now beat nothing later. Put the plan in writing.
- Use a debt collection agency. They usually take a share of what they recover.
- Go to the Disputes Tribunal. It hears claims up to NZ$30,000 without lawyers. Check the current fee and process at justice.govt.nz.
Late payment interest or fees can only be charged if your terms of trade said so before the work. Add them to your terms for next time.
Make it happen without the evenings
Chasing invoices is the job most owners put off. JENA prepares a reminder for each overdue invoice in your tone, with the amount and a payment link, and waits for you to approve it from the app, your phone or the email. Your accounting software may also have its own automatic reminders; either way, a person should still check the amount before anything goes out. See also AI for Xero users.
Questions
How do I politely ask for payment of an overdue invoice?
Assume it was missed: give the invoice number, amount and due date, attach the invoice, add a payment link and thank them. Save firmness for the second reminder.
How long should I wait before chasing an invoice?
Send a friendly reminder the day after it is due, a firmer one after 7 days and a final notice after 14 to 21 days.
Can I charge interest on late payments in New Zealand?
Only if your terms of trade, agreed before the work, say so. Add a late payment clause to your terms for future jobs.
What can I do if a customer refuses to pay?
Call them, offer a payment plan, then consider a debt collection agency or a claim at the Disputes Tribunal, which hears claims up to NZ$30,000.
Hand over the chasing.
JENA drafts each reminder and waits for your yes. Free for 7 days, no card needed.