Do not wait too long to follow up: a fixed escalation sequence improves your chances of payment and protects your legal position. Document every step in writing.
Step 1: reminder
Send a friendly reminder 1 day after the due date with invoice number, amount and payment instructions.
Step 2: second reminder
After 14 days, send a more formal reminder and state that you will issue a formal demand if payment is still missing.
Step 3: formal demand
Send a notice of default (Dutch: ingebrekestelling/aanmaning) with statutory interest, collection costs if applicable and a new payment term (e.g. 14 days).
Step 4: debt collection
Engage a collection agency or start proceedings at the subdistrict court (kantonrechter, claims up to €25,000). Keep all correspondence.
Prevention
Use clear contracts with payment terms, work with a service agreement (overeenkomst van opdracht) and use SmartWerk: a reminder before the due date from the invoice list and follow-up of overdue invoices in Reminders.
Statutory interest and collection costs
Once the payment term has passed and you have sent a formal demand, you can generally charge statutory interest. Collection costs are subject to legal rules and maximum amounts; for consumers a so-called 14-day letter is also required. Check the current rules before passing on costs.
What to do if an invoice is disputed
If the client disputes the invoice, talk first. Ask what is wrong, point to the agreements and the work delivered, and put everything in writing. A small correction or credit note is often faster and cheaper than proceedings.
Limitation periods and evidence
A claim expires after a certain time. Don't wait years, and keep quotes, contracts, order confirmations and sent reminders as evidence. The better your file, the stronger your position with a collection agency or judge.
Frequently asked questions
May I stop work if the client doesn't pay?
That depends on your agreements and the situation. State in the contract that you may suspend work on non-payment and announce it in writing first.
When do I involve a collection agency?
Only after reminders and a formal demand have failed. Ask about costs and terms in advance and who ultimately bears them.
Can I still get paid if the client is bankrupt?
In a bankruptcy you submit your claim to the trustee. The chance of full payment is often small, so assess risk upfront and consider a deposit for new clients.
Is asking for a deposit allowed?
Yes. An advance or instalment payment reduces your risk, especially on larger assignments. Put it in your quote and contract.