The invoice is overdue and the buyer has gone quiet. Work through these four steps in order - the sequence matters more than the speed.
Has the due date genuinely passed on your terms, not theirs? Is a transfer sitting in correspondent banking? Is there a credit note or disputed line item nobody logged? A surprising share of "non-payment" turns out to be an administrative gap - and treating a solvent customer as a defaulter damages a relationship you may want to keep.
Ask for payment by a specific date, in writing, by email and where the amount justifies it by recorded delivery. State the amount, the invoice numbers and the deadline. This does two things: it gives the debtor a clear opportunity to pay, and it builds the record. Silence in the face of a clear written demand is itself evidence, and in most jurisdictions it is what puts the debtor formally in default so statutory interest starts running.
Invoices, the contract or purchase order, CMR or bill of lading, and the full correspondence thread. Two things are worth hunting for specifically: proof that the goods were received, and any message in which the debtor acknowledges the balance. The second can restart a limitation period that is otherwise close to expiring.
Recovery prospects fall as a claim ages, and limitation rules differ sharply by country - some run from the year end rather than the invoice date. A free assessment tells you what is realistically recoverable in that jurisdiction, the route we would take, and what it would cost, before you commit to anything.
Common Questions
Which language should the first demand be in?+
The debtor's working language. A demand written in English reaches the accounts department in many markets but not the person who decides. A demand in the local language, quantifying the amount and the deadline, is read faster and builds a stronger record for any later step.
The buyer says the goods were defective. What now?+
Separate the genuine complaint from the tactical one on the documents. A defect raised for the first time months after delivery, with no written complaint at the time, is usually about delaying payment. Where the acceptance record does show a shortfall, the route is different - and that should be established before cost is committed.
How long can I afford to wait?+
Waiting has a price. Limitation periods differ by country and some run from the end of the calendar year rather than the invoice date; the debtor's financial position can also deteriorate meanwhile. Steps taken in the first months after the due date produce materially better outcomes than steps taken a year later.