Payment reminders: the ladder, the law and the disputed invoice

Effective invoice chasing should use automation to ensure timely follow-up while preserving human judgement for disputes, financial hardship, formal recovery, and important client relationships. Unpaid invoices commonly result from messages not being seen, payment-cycle timing, invoice errors or missing references, or clients being unable to pay, so reminders should help identify the cause rather than simply increase pressure. A recommended sequence includes a pre-due-date notice, a friendly post-due reminder inviting queries, a factual later notice, and then personal follow-up, with each message containing key invoice details, a payment link, and a named contact. Automation platforms such as CodeWords can connect ledger and WhatsApp systems, check payment status before sending, and halt messages when a payment, reply, dispute, payment plan, or exception is recorded. UK businesses may be entitled to statutory late-payment interest and compensation on commercial debts, but applying these charges should remain a commercial decision. The guidance also stresses secure payment practices, including avoiding card details or bank-detail changes in chat messages, and recommends preventing late payments through prompt, accurate invoicing, clear written terms, correct billing contacts and references, and deposits where appropriate.

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