How can you prevent unpaid invoices?

Before working with the client

Identify the business placing the order, the entity that will receive the invoice and the person authorised to approve the service. Check available legal information, billing details, the approval route and the accounts-payable contact.

Document the scope, deliverables, price, timing, change process, payment period and consequences of delay before starting. For a first engagement or significant exposure, a deposit or milestone billing may reduce risk.

• —Check which entity orders and which entity pays
• —Obtain required purchase-order references
• —Define deliverables and acceptance criteria
• —Retain evidence of agreement

When issuing the invoice

Invoice the correct entity with the required particulars, purchase-order reference where requested and an unambiguous due date. Use the email address or portal specified by the client and retain evidence of transmission.

Even an accurate invoice may be delayed if it reaches the wrong person. Confirm the recipient, operational approver and accounts contact when sending it.

• —Check the legal name, address and order reference
• —Attach expected supporting documents
• —Confirm effective transmission
• —Correct any reported error immediately

Before the due date: send a pre-due reminder

A pre-due reminder, often around one week before the due date depending on context, is not debt recovery: the amount is not yet overdue. It checks that payment is progressing normally and resolves blockages before the deadline.

Keep the message simple: state the reference and due date, request confirmation of receipt and check that the file is complete. Any dispute can then be addressed before late payment occurs.

• —Was the invoice received?
• —Did it reach the correct department?
• —Is a document or reference missing?
• —Is an error or dispute blocking payment?
• —Is the invoice scheduled for the next payment run?

On the due date

Check the agreed account or payment method. If payment is not visible, first ensure it is not awaiting reconciliation, then promptly contact the appropriate person for an explanation and a specific date.

• —Distinguish banking delay from non-payment
• —Record the exchange and promised date
• —Schedule the next check immediately

After the due date

Use progressive, factual and traceable reminders. Distinguish an administrative error, a dispute and cash-flow difficulty because they require different responses. Keep emails, call notes, promises and documents.

• —Common mistake: waiting weeks before acting
• —Common mistake: repeated calls without a written record
• —French B2B payment periods are regulated

Prevention checklist

• —Client and paying entity identified
• —Order and terms accepted
• —Accurate invoice and proof of sending retained
• —Pre-due reminder scheduled where appropriate
• —Due date monitored in a table or system
• —Follow-up process ready before the first delay

Conclusion

Effective prevention combines a clear agreement, evidence of performance, an accurate invoice and disciplined monitoring. No process removes every risk, but each check reduces uncertainty and helps resolve issues before they become overdue.

Frequently asked questions