You wrapped up the project. You sent the final invoice. And now? Silence. Don’t ‘cha HATE THAT?!?!
When a client ghosted your invoice, it feels frustrating and unfair. You’ve done the work. You’ve held up your end of the agreement. And yet here you are, wondering how to get what you’re owed without ruining the relationship, or feeling like your work doesn’t matter.
Here’s how to handle this and protect your cash flow so it doesn’t keep you up at night.
Step One: Pause and Assess
Before firing off an angry email, take a breath. Ghosting doesn’t always mean a client is trying to stiff you.
Sometimes their workload explodes. Sometimes they’re having cash flow issues of their own. Maybe they’re going through personal troubles. Or maybe they’re avoiding a tough conversation.
Whatever the reason, that doesn’t mean it’s okay. It just means that your next step should be intentional, not emotional. You can approach the situation with empathy while still keeping your boundaries. A good mindset is “I understand things happen, and I also need to be paid for my work.” That way you’re keeping the door open for a solution while making it clear that payment isn’t optional.
Pro Tip: Use short payment windows and due dates like 7 days and no more than 14 days. Be sure to put payment terms on every invoice, with a fee for late payments that is calculated cumulatively. Most accounting software will do this automatically for you after one-time setup. I recommend you enforce it, and let clients know ahead of time when you’re discussing your project.
Step Two: Make It Easy to Pay
If a client ghosted your invoice, one of the first things to check is how easy you made it for them to pay. If they have to print, sign, scan, and mail you a check, that’s already a barrier.
Here’s how to make payment simple:
• Offer multiple payment options. Credit card, ACH, PayPal—whatever works for them.
• Use cloud accounting tools. With FreshBooks, Xero, or QBO, clients can pay directly from the invoice. No hoops.
• Include clear due dates. Spell out when payment is expected and what happens if it’s late.
Pro Tip: Consider collecting a final payment before sending out deliverables. This eliminates the risk of being ghosted and you’re not out the work. Tax Accountants do this all the time; you can too!
Step Three: Follow Up Without Feeling Awkward
It’s easy to feel uncomfortable chasing money. But here’s the truth: You earned it.
I HATED having to bug clients for what they owed me. Now, all funds are collected before work starts. But if you can’t do that, try a simple system to make follow-ups less emotional:
• Send a reminder before the due date. Something polite like: “Just a heads-up, Invoice #123 is due next week.” But I would only do this if you know the client is typically a late payer.
• Follow up the day after it’s overdue. Keep it direct: “I noticed Invoice #123 hasn’t been paid. Can you let me know when to expect it?”
• Escalate if needed. If a week goes by, send a firmer message. When possible, make a quick phone call, because it’s harder to ignore than email.
• Use automation. FreshBooks and Xero, both let you set up automated reminders, so the system nudges them for you.
For more ideas, check out 8 Ways to Keep your Accounts Receivable Up to Date.
Pro Tip: Save a library of follow-up templates. When you don’t have to draft from scratch, it’s easier to stay professional and consistent. You can use templates for other aspects of your business as well, such as client onboarding emails, project updates, scope change notices, deadline reminders, closing/wrap ups, and request for testimonials or referrals.
Step Four: Decide How Far You’ll Go
• Send a final notice. Clearly outline the amount due, the invoice date, and that this is your last attempt before escalating.
• Offer a payment plan. If you suspect they’re struggling with cash flow, smaller installments are better than nothing.
• Call in help. For larger amounts, a collections agency or attorney may be worth the cost. The FTC offers guidance on working with collectors.
• Know your walk-away number. Chasing a small invoice may cost you more in time and stress than it’s worth.
Pro Tip: Include a mediation clause in your contracts. It creates a clear, low-cost dispute resolution process before things escalate to collections or legal action. Also include a clause that says ownership or usage rights don’t transfer until final payment clears. Until then, you retain copyright. This at least gives you legal ground to request removal or even take action if a client uses your work without paying.
Step Five: Build a Safety Net
Depending on the size, one unpaid invoice can sting. But it shouldn’t destabilize your entire business. And regardless of the amount, it’s always demoralizing.
• Create a cash buffer. Even a small emergency fund gives you breathing room when payments are late.
• Work with multiple clients. Don’t put yourself in a position where one client’s nonpayment puts you in crisis.
• Track who pays on time. Use your software to spot patterns and prioritize repeat work with reliable clients.
• Review your policies. If ghosting keeps happening, that’s a sign its time to tighten your contracts or vet clients more carefully.
Pro Tip: Set aside a percentage of every payment you receive into a separate savings account. Over time, it builds a cushion that makes late payments less stressful. You can even create multiple stashes: one for taxes, one for ‘what if’, one for your dream vacation, or whatever you’ve been putting off. I use Bluevine for this, so it’s easy to transfer and still earn interest on all my accounts as if they are one.
Bottom line: You Deserve to Get Paid
When a client ghosted your invoice, it’s more than an inconvenience. It’s a hit to your business, your emotional state, your self-esteem, and your peace of mind.
But with the right systems in place, you can reduce the chances of this happening again. And when it does, you’ll know exactly what to do next.
Want help creating a smoother, more reliable way to get paid? Let’s see if we’re a good fit to work chat about where you’re at and whether working together makes sense. Schedule your complimentary 20-minute call.
