Answers / How to chase unpaid invoices
How to chase unpaid invoices
Set clear payment terms before the job, turn on automatic reminders before and after the due date, send one statement of everything owed, then call and put it in writing. Here is how to set it up with invoicing and accounting tools we list.
Steps
- Set the terms before you start. Put your due date, the ways you take payment and any late fee policy on the quote, and get it approved before the work starts. Customers are easier to chase when they already agreed to the terms in writing.
- Turn on automatic reminders. Set reminders for a few days before the due date, on the day and after it, so nobody has to remember to chase. Jobber (plans above Core), Housecall Pro, ServiceM8, QuickBooks Online, FreshBooks, Wave (Pro), Xero and Zoho Books all list automatic invoice or payment reminders. Read the wording first and keep it friendly.
- Make paying the easy part. Every reminder should carry a pay-online link, so the customer can pay from the message. Jobber lists a one-click option to pay in its invoice follow-ups. See How to get paid faster for setting up online and on-site payments.
- Send one statement of everything owed. If a customer owes on more than one job, send a single statement instead of a pile of invoices. ServiceM8 lists Live Invoice Statements and FreshBooks lists client account statements; Zoho Books and FreshBooks list a customer portal where clients can see what is open.
- Add a late fee only if you promised one. FreshBooks lists scheduled late fees. Only charge one if it was in the terms the customer approved, and check your state rules on late fees before you set an amount.
- Call, then put it in writing. When reminders go unanswered, call. Be polite, ask when they can pay, and offer to split it into a payment plan if that gets it done. Then send a short email or text confirming what was agreed and the date.
- Check the overdue list every week. Pick one time each week to look at unpaid invoices in your job or accounting software. When an invoice is paid, make sure it is marked paid in both places; Xero says it stops reminders once a payment is matched from your bank. The setup guides below connect job software to QuickBooks Online so you are not retyping payments.
- Know when to stop chasing. For a long-overdue invoice, talk to your accountant or a local attorney about your options before you write it off. This page is not legal advice.
Tools that do this
Only tools we list. What each does here comes from the vendor's own page on the date shown; prices are the starting prices on the vendor's pricing page. Prices change, so confirm before you buy.
| Tool | What it does for this | Starting price |
|---|---|---|
| Jobber | Pricing page lists automated invoice follow-ups that remind clients by email and/or text that an invoice is due, with a one-click option to pay. They are listed in the plans above Core ("All Core features, plus: Automate quote and invoice follow-ups"). (vendor page, checked 2026-11-01) | Core $29/mo billed annually ($49 month-to-month) (pricing, checked 2026-11-01) |
| Housecall Pro | Pricing page lists invoices with automated reminders that customers can pay online 24/7. (vendor page, checked 2026-11-01) | Basic $59/mo billed annually (pricing, checked 2026-11-01) |
| ServiceM8 | Pricing page lists Live Invoice Statements (one link to all outstanding invoices, updated as invoices are paid) and CRM automation that can chase payments automatically, plus online card payments, marked "All plans". (vendor page, checked 2026-11-01) | Free $0/mo (30 jobs); Starter $29/mo (50 jobs); Growing $79/mo (150 jobs); Premium $149/mo (500 jobs) (pricing, checked 2026-11-03) |
| QuickBooks Online | Pricing page lists invoicing with QuickBooks Payments, with status updates and reminders, from Simple Start. The Free plan sends 2 invoices a month unless you qualify for and turn on QuickBooks Payments. Advanced lists automated workflows that set reminders. (vendor page, checked 2026-11-01) | Free $0/mo (limited); Simple Start $38/mo list (promo shown $19/mo for 3 months) (pricing, checked 2026-10-29) |
| FreshBooks | Pricing page lists automated late payment reminders, scheduled late fees, client account statements and a client portal. Check the plan table for which plan includes each. (vendor page, checked 2026-11-01) | Lite $23/mo, Plus $43/mo, Premium $70/mo list (promo shown: 80% off for 4 months); 30-day free trial (pricing, checked 2026-10-29) |
| Wave | Pricing page lists automated late payment reminders on the Pro plan, along with online payments at a discounted rate. (vendor page, checked 2026-11-01) | Starter $0; Pro $19/mo (new monthly Pro subscribers: $9.50/mo for the first 3 months) (pricing, checked 2026-11-03) |
| Xero | Invoicing page says Xero can email customers payment reminders before or after the due date, written in your own words, and stops sending them once a payment is matched from your connected bank. (vendor page, checked 2026-11-01) | Early $27/mo, Growing $59/mo, Established $97/mo (promo shown: new US customers get 80% off the first 3 months, Early $5.40/mo; no end date shown) (pricing, checked 2026-11-02) |
| Zoho Books | Pricing page lists automated payment reminders, a self-service customer portal and online payments. (vendor page, checked 2026-11-01) | Free $0; paid from $15–$20/org/mo (pricing, checked 2026-10-27) |
Setup guides and comparisons
- Connect Jobber to QuickBooks Online (new integration) (setup guide)
- Connect ServiceM8 to QuickBooks Online (setup guide)
- Connect Housecall Pro to QuickBooks Online (setup guide)
- Jobber vs Housecall Pro
- FreshBooks vs Wave
- QuickBooks Online vs Xero
By industry: Construction, Snow & landscaping, Home services. All bookkeeping tools.
Last checked 2026-11-01. We do not rank these tools; we name a pick only after hands-on testing. Spot something out of date? Send a correction.
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