Schedule a fixed time in your week
It sounds simple, but it’s essential: block 30 to 60 minutes each week in your calendar for credit management. Pick a time when you usually have fewer meetings or client calls (for example, Tuesday morning or Friday just before lunch).
During this time, you should:
- Check newly overdue invoices
- Send reminders or payment notices
- Make any necessary calls or send emails to clients
- Record notes or follow-up actions per case
Tip: make it a habit, just like checking your inbox or calendar. This keeps your cash flow healthier and helps you stay in control.
Use a system or dashboard
An overview is crucial. Do you work with accounting software or an invoicing tool? Most of them offer an “open invoices” list or an automatic reminder system.
Unpaid offers many integrations with accounting software:
Not using a tool? You can also set up a simple Excel or Google Sheet with columns such as:
- Client name
- Invoice number
- Date & due date
- Outstanding amount
- Last contact
- Next action + date
The clearer your system, the quicker you’ll take action each week.
Work with standard reminder templates
Prepare a few email templates in advance that you can easily personalize. That way you don’t waste time writing a new message each time, and you’ll work more consistently.
Feel free to use our templates:
Reminder with a clear payment deadline
Final notice with warning of legal action
Schedule occasional phone calls
A short phone call is sometimes more effective than three emails, especially with habitual late payers or for larger amounts.
Use your weekly session to call clients who repeatedly fail to respond. Keep it professional and straight to the point:
“I see that invoice X hasn’t been paid yet. Can you confirm when the payment will be made?”
Always record what was discussed in your follow-up system.
Train yourself (and your team) to stay alert
Credit management isn’t an isolated task to push back for later.
It also involves:
- Issuing clear invoices
- Setting payment terms before starting work
- Spotting warning signs with clients earlier
The better you prepare upfront, the less chasing you’ll have to do afterward.
Seek help on time
Don’t postpone your credit management too long. The longer an invoice remains unpaid, the harder it becomes to collect.
Is your client a Belgian company, and is the invoice undisputed and overdue? You can easily have it collected via Unpaid.
With us:
- You can start a claim in just a few minutes
- Legal proceedings are quickly initiated by one of our bailiffs
- You don’t pay any subscription fees