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What to do if…
a client stops responding after you submit an invoice that is now overdue

Short answer

Get everything into writing and escalate in two clean steps: send one clear overdue reminder with a reasonable deadline, then send a formal demand letter to the client’s correct legal name and address before you consider small claims or other legal action.

Do not do these things

  • Don’t spam every employee or contact you can find at the client — keep it professional and targeted.
  • Don’t threaten, harass, or imply criminal consequences over a civil debt.
  • Don’t post public accusations or reviews while you’re still trying to collect.
  • Don’t keep providing new work or extending deadlines automatically once payment is overdue (unless your contract requires it).
  • Don’t add late fees or interest unless your contract clearly allows it and you can justify it under your state’s rules.
  • Don’t rely on verbal promises only — if you talk by phone, follow up the same day with an email summary.

What to do now

  1. Build a one-folder “evidence packet.” Save: contract/SOW, invoice, proof you sent it, any PO, proof of delivery/acceptance, and your payment terms (including any late fee clause).
  2. Check for common payment blockers that look like “ghosting.”
    Confirm whether they needed: W-9, vendor onboarding form, ACH details, a PO number, a specific “bill-to” address, or portal upload — and whether you actually provided what they require.
  3. Send one overdue invoice reminder with a deadline you choose.
    Keep it short: invoice number, amount, due date, the invoice attached/linked, how to pay, and one direct question: “Is anything missing on our end that’s preventing payment?” Set a reasonable deadline (often around 7 days) and say you’ll send a formal demand letter if you don’t hear back.
  4. Identify the correct legal target for a demand letter.
    Use your contract plus the client’s official details (for companies, often the state business registry/registered agent information) so you address the right legal entity and a reliable mailing address.
  5. Send a formal demand letter and keep proof you sent it.
    State: who you are, what you delivered, invoice details, total owed, how to pay, and a final deadline to pay/respond (often around 10–14 days). Many small-claims processes expect you to have asked for the money before filing; your state court may treat a demand letter (or written demand) as an important “before you sue” step.
  6. Stabilize your exposure while you wait.
    • Pause new work and avoid new costs tied to the client.
    • If you control ongoing services (hosting, subscriptions, access), don’t “self-help” in a way that could breach contract or trigger claims; if suspension is allowed, give written notice and a reasonable chance to cure.
  7. If there’s still no response, pick the simplest escalation that fits.
    • Small claims court is often designed for straightforward unpaid-money disputes, but limits, filing location, and service rules vary by state (and sometimes county). Use your state court’s self-help page to choose the right court and steps.
    • If you hire a collection agency or other third-party collector, use a reputable firm and make sure communications stay professional and compliant with applicable debt-collection laws.

What can wait

  • You do not need to decide today whether to hire a lawyer, use a collection agency, or file in court — first send one clean reminder and a proper demand letter with proof.
  • You do not need to negotiate a payment plan immediately; your first goal is a clear response (pay / dispute / timeline).
  • You do not need to guess intent — treat it like an admin delay until you have evidence otherwise.

Important reassurance

Silence after an invoice is often internal bureaucracy, vendor setup delays, or approval bottlenecks. A calm, documented escalation protects you and keeps you credible if you later need a court process.

Scope note

This is first-step guidance to prevent panic mistakes and preserve your options. Court procedures and deadlines vary by state; for larger sums, cross-state clients, or disputed work, local legal advice can be worth it.

Important note

This is general information, not legal advice. State laws and court rules differ, and the right next step can depend on your contract and where the client is located. If any communication becomes threatening or you feel unsafe, stop direct contact and switch to written-only communication.

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