Invoice not paid: what you can do, step by step

Check your own side first

Before you approach anyone, check whether you did everything right. A large share of late payments has a simple cause.

• Was the invoice really sent, to the right e-mail address, and did it avoid the spam folder?
• Are the invoice number, due date and IBAN correct?
• Does your client need a purchase order number or reference that is missing? Larger companies refuse invoices without one.
• Is there an ongoing discussion about the work or the price? Then a reminder is the wrong conversation.

A friendly reminder

Shortly after the due date, for example after three to five days, send a short reminder. Assume it is an oversight. Mention the invoice number, the amount, the due date and how the client can pay, and attach the invoice again.

A formal notice with a new deadline

If there is no reply after a week or two, send a formal notice. It is more formal in tone. State that the invoice is still open, which amount you expect and by what date your client has time, for example seven or fourteen days. Also say what happens if payment does not arrive: you may charge statutory interest and collection costs and hand the claim to a third party.

Also pick up the phone. A call often solves more than the third e-mail, and you hear whether there is a reason. Put any agreements, such as a payment plan, in writing afterwards.

Statutory interest and collection costs

Between businesses, statutory commercial interest applies to late payment in the Netherlands. The rate is linked to a rate of the European Central Bank, plus a margin, and is set every half year. Check rijksoverheid.nl for the current percentage.

For collection costs, strict rules apply to consumers, such as the fourteen-day letter. For business clients those rules do not apply in the same way, but costs have to be reasonable. If your terms state what you charge, your position is stronger. If you want to claim interest or costs, first give a last deadline in writing and mention those costs in it.

Collection or court

If a formal notice does not help, there are three routes. You can hire a collection agency or a lawyer, you can start proceedings yourself, or you can write off the claim if the costs outweigh the amount. For smaller claims the subdistrict court is competent. Get advice before you do this, because costs add up and not every client can be collected from.

If a client is in financial trouble, consider whether a payment plan works better than proceedings. A client who pays in instalments is usually worth more to you than a judgment without money.

How to prevent it happening again

• Ask for a deposit on larger assignments, see asking for a deposit.
• Shorten your payment term. 14 days is common for smaller amounts. Put the term on the quote and the invoice.
• Make paying easy with a payment link and with your bank details on the invoice.
• Send reminders on a fixed schedule, so you do not have to decide per invoice what to do.
• Keep a list of open invoices with the date of the last contact.

Research by Knab among self-employed people (2025) found that about half had dealt with late payment in the past year. A fixed schedule saves you the thinking every time.

Frequently asked questions