Invoice not paid: step-by-step plan (B2B)
Start calmly, finish decisively
Non-payment by a business debtor often stems from administrative issues, cash flow problems or a dispute about delivery. A step-by-step approach — as described by various business information sources — helps you act quickly without unnecessarily damaging the relationship. This article outlines the standard sequence for B2B.
General information only, not legal advice on your specific case. Separate collection rules apply to private debtors (consumers).
Step 1: check the details and send a friendly reminder
Verify the invoice number, amount and due date. Shortly after the payment term expires, send a payment reminder — clear and professional, ideally with the invoice attached again. Many outstanding invoices turn out to be a forgotten booking or a spam filter issue.
Read more about content and structure: payment reminder and demand letter.
Step 2: call and document
Personal contact often works faster than email alone. Ask whether the invoice is technically in order, when payment is planned, and record the date, name and agreement made. Confirm any agreements in a short follow-up email ("As discussed by phone …"). If a payment arrangement is agreed: set out the instalments, interest and consequences of a missed payment clearly.
Step 3: formal demand letter with interest and costs
If payment is still outstanding, send a demand letter (letter of formal notice) with a deadline — fourteen days is common in B2B practice — and refer to your general terms and conditions. You may announce statutory commercial interest and extrajudicial collection costs where you are entitled to do so. See interest and collection costs.
Step 4: escalate or outsource
If everything remains unpaid, the time has come to consider external intervention. At Van den Bosch you can start extrajudicial B2B debt collection: see handing over to debt collection. For legal proceedings: litigation.
Frequently asked questions
How quickly should I act when a business client does not pay?
Send your first reminder shortly after the due date (for example, within a few working days). Prolonged silence makes collection harder and increases debtor risk. Regular follow-up is part of sound debtor management.
Is the step-by-step plan the same for private customers?
No. Consumers are protected by the Act on Standardisation of Extrajudicial Collection Costs (WIK), which includes a mandatory cost-free initial notice and fixed fee scales. The legal position between businesses is different. Our out-of-court collection services are for companies and legal entities only.
Further reading in this dossier
The debt collection process step by step
