Collections and escalation

The ladder from a friendly nudge to a final notice, with the templates and the timing for each rung.

Escalations
Log every call on the invoice: a calls card for invoice 1042 with three dated calls to Sam Lee marked Promised, Voicemail left and Needs callback

Call log template for overdue invoices (free download)

Denym Bird22 Oct 2026
Say one line before recording: a call screen for Sam Lee showing the recording notice, the consent line to say, and a Call button

Can you record a call with a customer? Consent rules for business calls

Denym Bird22 Oct 2026
Four voicemails, one per stage: a card listing Friendly reminder, Follow-up, Firm reminder and Final notice by days overdue

Voicemail script for an unpaid invoice (4 scripts by stage)

Denym Bird22 Oct 2026
Ask for payment over the phone: a call logged in Paidnice saying Sam will pay $2,480.00 by Friday, Oct 30, with the transcript below

How to ask for payment over the phone (what to say, word for word)

Denym Bird21 Oct 2026
Escalation trigger: at 45 days overdue Paidnice drafts a final notice and holds it for a person to approve

How to escalate overdue invoices automatically in Xero and QuickBooks

Ashley Schroder19 Oct 2026
Second dunning email: invoice 10 days overdue, late fee applied, with a Pay now button

The dunning process explained: stages, emails, and how to automate it

Denym Bird19 Oct 2026
Collection call made from Paidnice on a 21 day overdue invoice: $2,480.00 agreed for Oct 10, transcript saved

How to make collection calls, with a transcript of every call

Denym Bird19 Oct 2026
Escalation ladder: reminders by day 30, a statement and late fees by day 60, a final demand and a decision by day 90

The invoice escalation ladder: what to do at 30, 60 and 90 days overdue

Denym Bird19 Oct 2026
Collections cadence: a reminder 3 to 5 days before due, a follow-up at 1 to 3 days late, a call or notice at 7 to 10 days

The accounts receivable collections process: steps, cadence and metrics

Denym Bird16 Oct 2026
UK letter before action: 14 days to pay, statutory interest at base rate plus 8%, fixed compensation of £40, £70 or £100

Letter before action: template and rules for UK businesses

Denym Bird16 Oct 2026
A $4,800 invoice 21 days overdue with a final notice sent and a $96 late fee, taking the balance to $4,896

Your customer is ignoring invoice reminders: what to do next

Denym Bird15 Oct 2026
Limitation periods by customer country: 6 years in England and Wales, 5 in Scotland, 4 for US sales of goods

Chase unpaid invoices from overseas customers, by country

Denym Bird14 Oct 2026
Letter before action costs: Signed For postage, £35 to £250 plus VAT from a solicitor, or posted by Paidnice

How much does a letter before action cost for an unpaid invoice?

Denym Bird1 Oct 2026
Collection letter series: first reminder on day 1, a $36 late fee notice on day 15, a final notice on day 30

Collection letter templates: the full escalating series

Denym Bird28 Sep 2026
Australian debt recovery: a statutory demand from $4,000, and small claims limits of $10,000 in WA to $100,000 in Victoria

How to collect a business debt in Australia: the process from reminder to statutory demand

Denym Bird28 Sep 2026
Past due invoice timeline: a reminder at day 7, a phone call at day 14, and a late fee on the ledger at day 21

How to collect on past due invoices (and avoid any more)

Denym Bird28 Sep 2026
Overdue invoice with a letter of demand sent, a 14 day deadline and legal action as the next step

Letter of Demand Template: Free Examples + How to Write One (2026)

Denym Bird28 Sep 2026
Aged debt sweep on invoices 90 days or more overdue: tag the customers, send one statement, apply the late fee

How to reduce aged debt: clear the backlog without automating it

Ashley Schroder28 Sep 2026
On a £5,000 invoice, collecting in-house costs no fee; an agency at day 90 takes a 25% fee

When to send an overdue invoice to a collection agency

Denym Bird28 Sep 2026
Escalation policy: a phone call follow-up assigned to staff when an invoice is 14 days past due

New: Introducing Escalation Triggers

Denym Bird22 Jan 2024