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4 Steps To Take When Dealing With Outstanding Payments

4 Steps To Take When Dealing With Outstanding Payments

Managing outstanding payments can be a challenging task for businesses of all sizes.

Late or unpaid invoices can disrupt your cashflow and hinder your ability to meet financial obligations.

It is crucial to have a clear strategy in place to address outstanding payments promptly and effectively.

In this article, we will outline four essential steps to take when dealing with outstanding payments, enabling you to improve your chances of successful recovery.

Step 1: Communication is Key

The first step in resolving outstanding payments is to establish open and proactive communication with the client.

Reach out to them through various channels such as phone calls, emails, or even in-person meetings, if necessary.

Start by reminding them politely about the pending invoice and inquire if there are any issues or concerns causing the delay in payment.

Maintain a professional and courteous tone throughout the conversation to maintain a positive relationship with the client.

Step 2: Send An Overdue Invoice Reminders

If the initial communication does not yield a response or the payment remains outstanding, it’s time to send a formal reminder notice.

A reminder notice is a written communication that reiterates the details of the unpaid invoice, including the amount owed, the due date, and any late fees or penalties applicable.

Clearly state the consequences of non-payment, such as further collection efforts or legal action, if necessary.

Be sure to send the reminder notice promptly after the payment deadline to maintain a sense of urgency.

Sometimes you may need to send more than one reminder. Learn more with our guide to sending overdue invoice reminders & chasing late payment!

Step 3: Negotiate Payment Terms

Sometimes, clients may face temporary financial difficulties, leading to delayed payments.

In such cases, it can be beneficial to negotiate alternative payment terms to help facilitate payment. Offer options such as instalment plans, partial payments, or extended payment deadlines.

By being flexible and understanding, you demonstrate your willingness to work with the client to resolve the outstanding balance.

Ensure that any new agreements are put in writing to avoid misunderstandings in the future.

Step 4: Escalate the Matter if Necessary

Despite your best efforts, some clients may continue to ignore your attempts to collect outstanding payments.

When faced with persistent non-payment, it may be necessary to escalate the matter further.

A commercial debt recovery specialist will ensure the best possible chance of recovering what you are owed.

Choosing Darcey Quigley & Co to recover outstanding payments

Here at Darcey Quigley & Co we have helped recover commercial debts for businesses from all over the world for the past 16 years.

We are well versed in the challenges that come from recovering outstanding payments, even from abroad.

  • We operate on a no win, no fee basis.
  • Cases actioned within 1 hour with 48-hour turnaround.
  • 93% success rate recovering overdue invoices.
  • Fees starting from just 3%.
  • Recover late commercial payment interest and compensation on your behalf with an 89% success rate recovering additional charges.
  • UK & International coverage.
  • Rated 5 Stars on Trustpilot.


Managing outstanding payments is crucial for the financial health and stability of any business.

By following these four essential steps – communicating openly, sending reminder notices, negotiating payment terms, and escalating the matter if necessary – you can significantly improve your chances of resolving outstanding payments successfully.

Remember, consistency, professionalism, and persistence are key when dealing with overdue invoices. By staying proactive and vigilant, you can maintain strong relationships with your clients while ensuring your business remains financially sound.

If you have questions about an outstanding payment, schedule a call with one of our commercial debt specialists here or phone 01698 821 468.

Lynne is the Founder and CEO of Darcey Quigley & Co.

She is passionate and determined to help businesses get overdue invoices paid quickly.

Having worked within the credit management industry for over 27 years and ran UK leading commercial debt recovery specialists Darcey Quigley & Co for over 16 years, Lynne has helped businesses recover commercial debts from every continent across the globe.

Connect with me on LinkedIn!

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