Your client was eager to work with you. They signed the proposal, received the product—and then disappeared when the invoice was due. No emails, no calls, no payments.
When a client goes silent, how can you track them down and recover what you’re owed?
Start with a Firm Reminder
Sometimes, clients aren’t ghosting you on purpose—they may have simply forgotten about the payment deadline. Before escalating the situation, send firm but professional reminders:
- First Reminder (1–7 days late) – A polite follow-up email reiterating the due date and payment details.
- Second Reminder (8–14 days late) – A stronger message with a deadline for response.
- Final Notice (15+ days late) – A warning that the debt may be escalated to collections.
Use Professional Debt Collection Services
If a client refuses to respond or pay, it’s time to escalate the issue and bring the debt to collections. Contact a professional debt collection agency like Summit A*R for help. This debt collection agency has a reputation for compassionate, ethical debt collection. It follows the P.H.D. approach (Preserve Human Dignity), ensuring clients are treated with respect while maximizing recovery rates.
What if the client has “disappeared”? Don’t worry – this debt collection agency can find them. The agency has a skip tracing department headed by a private investigator. Using this department, the agency can track down debtors who have changed their address, phone number or email without letting you know.
How to Prevent Clients from Ghosting in the Future
While you can’t control every client’s behavior, you can set up protections to reduce the risk of nonpayment.
1. Always Use a Written Contract
A business contract isn’t just a formality—it’s your legal safety net. When a client fails to pay you, it is considered a breach of contract. Your signed agreement proves that the client had an obligation to pay, making it easier to win a court case if you decide to take legal action.
Every agreement should include:
- Payment terms (e.g., “Due within 30 days”)
- Late fees and penalties for overdue invoices
- A clause stating legal action may be taken for nonpayment
If a client refuses to sign a contract, that’s a red flag you shouldn’t ignore. Do not pursue business with them.
2. Require Upfront or Installment Payments
Instead of billing everything after completion, break payments into smaller milestones, like “50% upfront, 50% upon completion.” This structure ensures you’re at least partially paid before the work is finished.
3. Use Automated Invoicing and Payment Reminders
Late payments often happen because clients forget. Use invoicing software to automate payment reminders, track invoice documents and offer multiple payment methods.
4. Establish Late Fees and Interest Penalties
If clients know there’s a financial consequence for ignoring invoices, they’re more likely to pay on time. Common late payment terms include:
- 5% late fee after 30 days
- 1.5% interest per month on overdue balances
- Loss of future discounts or service suspension
Be clear about these terms in your contract before starting any work.
When a client ghosts you, don’t panic—act fast and stay professional. Start with firm reminders and escalate to collections if necessary. You will get that payment!