The late payment problem
Late payments cost UK small businesses billions of pounds every year. For sole traders — personal trainers, tradespeople, tutors, dog walkers — a single unpaid invoice can cause real cash flow problems. But the discomfort of chasing clients means many invoices simply go unpaid, written off as the cost of doing business.
They don't have to be.
Why sole traders avoid chasing payments
The most common reason is the relationship. If your client is also your neighbour, a friend's referral, or someone you see every week, asking for money feels awkward. The fear of damaging the relationship outweighs the discomfort of not getting paid.
The second reason is not having the right tools. Sending a chasing email from scratch takes time and emotional energy. Most people put it off until they either forget or give up.
The professional approach to payment chasing
A professional payment reminder does two things. It makes clear that you expect to be paid, and it makes the client feel respected rather than accused. The tone should be neutral and factual — not apologetic, not aggressive.
A good payment reminder looks like this:
Dear [Client Name], this is a reminder that invoice [number] for [amount] remains outstanding. The due date was [date]. Please find payment details below. If you have any questions, please don't hesitate to get in touch.
That's it. No drama. No apology for asking. Just a professional nudge.
Timing your payment chasers
The most effective approach is to send a reminder shortly after the due date has passed — not weeks later. The longer you leave it, the harder it becomes to collect.
How Cleared makes payment chasing effortless
With Cleared, you ask what's outstanding and it shows you every unpaid invoice. You then say 'chase all' or name a specific client — professional payment reminders go to every outstanding client instantly, by email, with the invoice details and payment instructions included.
You don't write the email. You don't look up the invoice. You just say the word and it's done. The reminder comes from a professional invoicing system, not your personal email, which signals seriousness without confrontation.
Protecting client relationships while getting paid
The key insight is that professional behaviour protects relationships, it doesn't damage them. A client who respects you will pay when reminded. A client who doesn't respond to a professional reminder probably wasn't going to pay anyway — and you're better off knowing that sooner rather than later.
Frequently asked questions
How long should I wait before chasing a late payment?
If your invoice has a payment due date, chase as soon as that date passes. Do not wait weeks — the longer you leave it, the less likely you are to be paid. A reminder sent the day after the due date is professional, not aggressive.
What should I say when chasing a late payment?
Keep it factual and neutral. State the invoice number, the amount, the original due date, and how the client can pay. Do not apologise for asking. A professional tone gets results without damaging the relationship.
Can I charge interest on late payments?
Yes. Under the Late Payment of Commercial Debts Act, you are entitled to charge statutory interest on overdue business invoices. The rate is 8% plus the Bank of England base rate. Most sole traders do not enforce this, but it is worth knowing the right exists.
What if a client refuses to pay?
Start with a formal written reminder. If that fails, a letter before action — stating you intend to pursue the debt through the courts — often prompts payment. Small claims court is an option for debts up to £10,000 and does not require a solicitor.
How does Cleared help with late payments?
Cleared shows you all outstanding invoices on request. You can send professional payment reminders to one client or all of them at once, directly from WhatsApp. The reminder email includes the invoice details and payment instructions automatically.