The 3-10-21 rule: how to chase overdue invoices without losing the client
Send a friendly nudge 3 days after the due date, a firm reminder with the invoice attached at day 10, and an escalation to a named decision-maker at day 21. Keep every message short, specific (invoice number, amount, due date) and give one clear way to pay.
Why most chasing fails
Most late payments are not refusals. The invoice went to the wrong inbox, is waiting on a PO number, or simply slipped. Chasing fails when it is irregular, vague or emotional.
A fixed schedule removes the awkwardness: the client knows what to expect, and you never have to decide whether it is 'too soon' to ask again.
The 3-10-21 schedule
Count days from the due date, not the invoice date.
- Day 3 — Friendly nudge. Assume it was missed. Restate invoice number, amount, due date and the payment link.
- Day 10 — Firm reminder. Attach the invoice again, ask for an expected payment date, and offer a quick call if something is blocking it.
- Day 21 — Escalation. Copy the person who signed off the work. State the overdue amount and the next step (pausing work, late fee per your terms).
Copy-ready scripts
Day 3: “Hi Priya — a quick note that invoice INV-1042 for $2,400 was due on 10 Oct. Here's the payment link in case it slipped through. Thanks!”
Day 10: “Hi Priya — following up on INV-1042 ($2,400, due 10 Oct), attached again. Could you share when we should expect payment? Happy to jump on a call if anything is holding it up.”
Day 21: “Hi Arjun, Priya — INV-1042 for $2,400 is now 21 days overdue. Per our terms, we'll need to pause new work from Monday until it's settled. Payment link below.”
Rules that keep relationships intact
- One invoice, one thread — never bundle new requests into a chase.
- Always include a payment link; every extra step delays payment.
- Stop the sequence the moment a payment or a promised date arrives.
- Escalations need a human's approval before they go out.
How Juno runs this for you
Juno's Chaser will follow this schedule for every open invoice, write each message in your tone, and pause automatically when the Reconciler sees the money land. Escalations wait for your approval.
Questions
When should I send the first overdue reminder?
Three days after the due date. Earlier feels pushy; later lets the invoice sink in the client's inbox.
Should I charge late fees?
Only if they are in your signed terms. Mention them at day 21, not before.
Can invoice chasing be automated safely?
Yes, if reminders follow a fixed schedule, stop on payment, and escalations need human approval — which is how Juno will work.
Hire Chaser to run this playbook.
Juno's AI finance team will run this every day, in your tone, with your approval on anything sensitive.
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