Getting paid
What to Do When a Brand Pays Late
Quick answer
When a brand pays late, check your invoice and contract, send a polite written reminder the day after the due date, follow up on a set schedule, and escalate in writing if you get no reply. Keep a record of every message, and pause further work if your contract allows.
Key takeaways
- Most late payments are paperwork problems, so start friendly and specific.
- Always follow up in writing, and keep every message.
- Contact the brand’s finance team as well as your usual contact.
- Add protections to your next contract: a deposit, clear terms, and a right to pause work.
Step 1: Check the facts
Before you send anything, confirm the basics. Check the due date against your contract. Confirm that the invoice was sent to the right person and received. Look for anything the brand’s finance team may need: a purchase order number, vendor setup, tax forms, or bank details. A missing detail is the most common reason a payment stalls.
Step 2: Send a friendly reminder
Send a short written reminder the day after the due date. Attach the invoice again, name the due date, and ask for a payment date. Keep it factual and polite.
Step 3: Follow up on a schedule
If you get no reply, follow up at regular intervals, such as every [number] days. Each message should add one thing: a new request, a new contact, or a firmer tone. Keep every message in writing so you have a record.
Step 4: Ask for a specific date and the right contact
Ask the brand to confirm the date the payment will be sent. Ask who in accounts payable handles invoices, and copy that person. If the brand says payment is “being processed,” ask for the date it was approved and the date it will be paid.
Step 5: Escalate in writing
If the date passes, send a formal written notice. State the invoice number, the amount, the due date, and the number of days late. If your contract includes a late fee, say that it applies. Copy your main contact and the finance contact.
Step 6: Pause further work
If your contract lets you pause work when payment is late, tell the brand you are doing so and why. If it does not, avoid taking on new work for the brand until you are paid. Check your contract before you remove any live content, and talk to a lawyer if you are unsure.
Step 7: Consider outside help
For larger amounts, talk to a lawyer. A letter from a lawyer can move a payment. In many places, small claims options exist for smaller amounts. Rules vary, so check what applies where you live.
What not to do
- Do not post about the brand publicly in frustration. It can hurt you and weaken your position.
- Do not threaten steps you do not plan to take.
- Do not delete content or break your contract without advice.
Email templates
Copy these and fill in the blanks. Keep a copy of every message.
Day after the due date: “Hi [name], I am following up on invoice [number] for [amount], which was due on [date]. I have attached it again. Could you confirm when payment will be sent? Thank you.”
One week later: “Hi [name], I have not yet received payment for invoice [number], now [number] days past due. Could you let me know the status, and share who in accounts payable I can contact directly? I would like to resolve this by [date].”
Final notice: “Hi [name], invoice [number] for [amount] is now [number] days overdue. Under our agreement, [a late fee of [late fee or interest] applies / payment is due in full]. Please arrange payment by [date]. If I do not receive it, I will need to pursue other options.”
How to prevent late payments next time
- Ask for a deposit or milestone payments.
- Set shorter payment terms and write the exact due date on every invoice.
- Ask about purchase orders and vendor setup before you invoice.
- Add a late fee and a right to pause work to your contract.
- Invoice as soon as the contract allows.
Frequently asked questions
How long should I wait before following up?
Follow up the day after the due date. Early, polite reminders usually work, and they also create a record.
Can I charge a late fee?
Only if your contract says so, and local rules may limit it. Add it to future contracts.
Should I stop working for the brand?
If your contract lets you pause work, say so in writing. If it does not, hold off on new work until you are paid, and ask a lawyer about work already underway.
What if the brand says finance is processing it?
Ask for the date the payment was approved and the date it will be sent. Then put that date in writing.
What if the brand stops replying?
Contact the finance team, send a formal written notice, and consider a lawyer for larger amounts.
Should I post about it publicly?
It is usually better not to. Public posts can complicate a dispute. Keep the conversation in writing.
Do I need a lawyer?
Not for every late payment. For larger amounts or a dispute, talk to a lawyer.