When Clients Don’t Pay: What I’m Doing About It (and How I’m Preventing It in the Future)
Hey there,
Sara here.
If you’ve been freelancing for any length of time, you’ve probably faced this scenario: a project wraps up, you send your invoice, and then... crickets.
This month, it happened to me — not once, but twice.
Two separate clients failed to pay their invoices on time. One ghosted me completely, while the other kept pushing the deadline back with vague promises. And honestly? It shook me. Not just because of the lost income (though that stings), but because it brought up a deeper frustration I know so many of us share: doing the work, delivering on time, and then having to chase down the money we’ve already earned.
It made me think back to why Tia started Freelancing Females in the first place — to create a space where we can talk openly about the hard parts of freelancing. Because let’s be real: as liberating as this career path can be, it also comes with a heavy dose of vulnerability. No HR department to protect you. No payroll team making sure the direct deposit hits. Just you, your laptop, and a whole lot of trust in your clients.
So if you're in the same boat — maybe you’re still waiting on a payment or dreading that awkward follow-up email — I want you to know you're not alone. And I want to walk you through what I’ve been doing to handle it, and what I’m now putting in place to prevent it from happening again.
First: Addressing the Non-Payment Head-On
When the payment doesn’t come through, my instinct is to give clients the benefit of the doubt. People get busy. Emails get missed. Maybe there’s an internal issue with their finance team. So the first step is always to reach out calmly and professionally.
1. Send a professional follow-up email
I usually give it a few days past the due date before sending a short, polite message checking in. Something like:
“Hey [Client Name],
Just following up on the invoice I sent through on [Date]. I wanted to check if there have been any issues on your end processing it. Please let me know if there’s anything you need from me.”
Sometimes, this is all it takes. Other times… no response.
2. Resend the invoice with clear terms
If I don’t hear back, I’ll resend the invoice and include a reference to the payment terms in our contract. For example:
“As outlined in our agreement, the invoice was due within 14 days of receipt. I’d appreciate it if you could let me know the status of payment.”
I’ve found that being direct — while staying professional — helps reinforce the seriousness of the situation.
3. Offer flexibility (within reason)
I’ll also sometimes include a line offering a payment plan, especially if I suspect the client is experiencing cashflow issues. It shows empathy while still drawing a boundary.
“If payment in full isn’t possible at this time, I’m open to discussing a payment plan that works for both of us.”
It’s a way to move things forward without giving up your rights to be paid.
4. Escalate if needed
If there’s still no response, I consider my next steps. That might include:
A phone call (if I have their number),
A final notice warning of late fees or further action,
Or in larger cases, exploring debt collection services or small claims court.
It’s not fun. It’s not easy. But your work deserves to be paid for.
Built By Freelancers, For freelancers
Then: Putting Better Systems in Place
Dealing with late or non-payment is stressful. But I’ve also realised that I can take steps to reduce the likelihood of it happening in the first place. Here’s what I’m doing now to help protect myself and my business moving forward.
1. Requiring deposits before starting work
I now ask for a 30–50% deposit upfront before I begin a project. It’s a small shift, but it makes a big difference. Not only does it show a client is serious, but it also covers you in case things go south later on.
For smaller projects or one-off tasks, I may even ask for full payment upfront.
2. Using clear, written contracts every time
Every project now comes with a contract that outlines:
Scope of work,
Payment terms and due dates,
Late fee policy,
Kill fees for cancelled projects.
Even for small, fast-turnaround jobs, I send over a basic agreement. It’s not just about legal protection — it sets expectations clearly from day one.
3. Automating my invoicing and reminders
Manually tracking invoices and follow-ups used to eat up way too much of my time (and mental space). Now I use an invoicing tool (like FreshBooks, Wave, or Xero) that:
Sends branded invoices,
Tracks whether they’ve been opened,
And follows up with automatic reminder emails at set intervals.
It keeps things professional and helps ensure nothing slips through the cracks.
4. Tying payments to project milestones
Instead of collecting one big payment at the end of a project, I’ve started splitting projects into phases — each tied to a payment milestone.
For example:
30% deposit to start,
30% at first draft or midpoint,
40% at final delivery.
It helps with cashflow on both sides and reduces risk if a client drops off partway through.
5. Trusting my gut and spotting red flags early
This one’s harder to quantify, but after a few years freelancing, you get better at reading between the lines.
If a client:
Pushes back on signing a contract,
Avoids talking about budget,
Asks for a ton of unpaid prep work,
Or has a reputation for ghosting...
…I slow things down and reassess. Sometimes the best decision is to walk away before things start.
Let’s Talk About the Emotional Side
One thing that doesn’t get talked about enough in the freelance world? The emotional toll of not being paid.
It’s not just about money — it’s about respect, safety, and trust. When someone agrees to your rate and timeline, and then disappears when the invoice arrives, it shakes your confidence. It makes you question your worth. And it makes you wonder if freelancing is really worth it.
But here’s the truth: chasing payment doesn’t make you annoying.
It makes you a business owner protecting your time, energy, and livelihood.
There’s power in having boundaries. There’s strength in standing up for yourself. And there’s community in knowing others are facing the same challenges and still pushing forward.
You’re Not Alone
If you’re reading this and currently waiting on a payment that’s overdue — I see you.
If you’ve sent that awkward third email and still gotten silence — I’m right there with you.
The freelance economy is built on trust, but trust doesn’t mean being taken advantage of. You have every right to expect timely payment for the work you do.
That’s why here at Freelancing Females, we’re working on new tools and resources to help you stand stronger in situations like this — from invoice templates and contract guides. Stay tuned.
And in the meantime, if you’ve been through something similar, I’d love to hear how you handled it. What worked? What didn’t? Let’s keep sharing these stories — not just the wins, but the wobbles too.
TL;DR: If Clients Don’t Pay…
Here’s a quick recap of the steps I’m taking:
When it happens:
Follow up with a professional message.
Resend the invoice with clear terms.
Offer a payment plan if needed.
Escalate if there’s still no response.
To prevent it in the future:
Request deposits before work starts.
Use clear, signed contracts.
Automate invoicing and reminders.
Break projects into payment milestones.
Trust your gut and watch for red flags.
Freelancing isn’t always easy — but it can be sustainable, empowering, and fair. And the more we talk openly about the tough stuff, the stronger we all become.
