How to Chase Late Payments Without Losing Clients

The Awkward Truth About Late Payments

You did the work. You sent the invoice. And now it has been 30 days and still no payment. Sound familiar?

Late payments are the single biggest cash flow problem for tradespeople and freelancers in the Netherlands. According to industry surveys, the average ZZP'er spends 15 hours per month chasing payments - time that should be spent earning money.

The challenge is clear: you need to get paid, but you also need to keep the client relationship intact. Especially when you are a plumber, electrician, or builder who relies on repeat business and referrals. This guide shows you how to handle late payments professionally and effectively.

Understanding the Rules in the Netherlands

Before you start chasing, know your rights:

The 30-Day Rule

Under Dutch law (and EU directive 2011/7/EU), business-to-business invoices must be paid within 30 days unless a different term is agreed in writing. For consumer invoices, the payment term stated on your invoice applies.

Statutory Interest (Wettelijke Rente)

If a client pays late, you are legally entitled to charge interest:

• B2B transactions: 10.5% annual statutory commercial interest rate (2026)
• Consumer transactions: The standard statutory interest rate (currently around 6%)

Interest starts from the day after the payment deadline expires. You do not need to send a reminder first - the right to interest is automatic.

Collection Costs (Incassokosten)

After sending a formal reminder (aanmaning) with a 14-day payment deadline, you can charge collection costs. The minimum is €40 for amounts up to €2,500. These costs are set by law (Besluit vergoeding voor buitengerechtelijke incassokosten).

The Payment Reminder Timeline

Here is a tested timeline that balances firmness with professionalism:

Day 1 After Due Date: Friendly Reminder

Template:

Subject: Friendly reminder - Invoice [number]

Hi [Client Name],

I hope everything is going well with the [work you did - e.g., "new bathroom"]. I noticed that invoice [number] for €[amount] was due on [date] and has not been paid yet.

This is probably just an oversight. Could you arrange the payment when you get a chance? For your convenience, here are the details:

Amount: €[amount]

IBAN: [your IBAN]

Reference: [invoice number]

If you have already paid, please ignore this message.

Thanks,

[Your Name]

Tone: Casual, assuming it was forgotten. No pressure.

Day 7: Second Reminder

Template:

Subject: Payment reminder - Invoice [number]

Hi [Client Name],

I am following up on invoice [number] for €[amount], which was due on [date]. I sent a reminder last week but have not received payment yet.

Could you let me know when I can expect the payment? If there is an issue with the invoice or if you need to discuss a payment arrangement, I am happy to talk.

Payment details:

Amount: €[amount]

IBAN: [your IBAN]

Reference: [invoice number]

Thanks for your attention to this.

Best regards,

[Your Name]

Tone: Still polite, but directly asking for a timeline. Opens the door for discussion.

Day 14: Formal Reminder (Aanmaning)

This is an important step legally. A formal reminder triggers your right to charge collection costs.

Template:

Subject: Formal payment reminder - Invoice [number]

Dear [Client Name],

Despite previous reminders, invoice [number] for €[amount] dated [date] remains unpaid. The payment was due on [due date], which is now [X] days ago.

I kindly but firmly request that you pay the outstanding amount within 14 days of this letter, before [date + 14 days].

If payment is not received by this date, I will be entitled to charge statutory interest and collection costs in accordance with Dutch law. I would prefer to resolve this directly between us and avoid any additional costs for you.

Outstanding amount: €[amount]

IBAN: [your IBAN]

Reference: [invoice number]

Payment deadline: [date]

If you have any questions or wish to discuss a payment arrangement, please contact me at [phone/email].

Regards,

[Your Name]

Tone: Formal and serious. Mentions legal consequences but still offers to talk.

Day 30+: Final Notice Before Collection

Template:

Subject: Final notice - Invoice [number]

Dear [Client Name],

This is a final notice regarding the unpaid invoice [number] for €[amount]. Despite multiple reminders, the payment due on [due date] has not been received.

If the full amount is not paid within 7 days of this notice, I will transfer this matter to a collection agency / legal representative. This will result in additional costs for you, including statutory interest of [rate]% and minimum collection costs of €40.

I strongly prefer to settle this matter directly. Please contact me at [phone/email] if you wish to discuss payment options.

Outstanding amount: €[amount]

Statutory interest to date: €[amount]

IBAN: [your IBAN]

Reference: [invoice number]

Regards,

[Your Name]

Tone: Final, clear consequences stated. Last chance before escalation.

When to Escalate: Your Legal Options

If reminders do not work, you have several options in the Netherlands:

1. Incassobureau (Collection Agency)

A collection agency handles the chasing for you. They charge a fee (usually a percentage of the amount collected). Many clients pay as soon as they receive a letter from a collection agency.

Cost: Typically 10–25% of the collected amount

Best for: Amounts between €100 and €5,000

2. CJIB / e-Court / Digitaal Procederen

For straightforward cases where the debt is not disputed, you can use online legal procedures that are faster and cheaper than traditional courts.

3. Kantonrechter (Sub-District Court)

For amounts up to €25,000, you can file a claim with the kantonrechter. You do not need a lawyer for amounts under €25,000. The court fee (griffierecht) starts at around €90 for claims up to €500.

4. Write It Off

Sometimes, the cost of collection exceeds the invoice amount. For very small amounts or clients who have genuinely gone bankrupt, it might be more practical to write off the debt and learn from it.

Prevention: How to Avoid Late Payments in the First Place

The best way to deal with late payments is to prevent them:

1. Send Invoices Immediately

The moment the work is done, send the invoice. Same-day invoicing gets you paid faster than waiting until the end of the week or month.

2. Use Short Payment Terms

14 days instead of 30. The data is clear: shorter payment terms lead to faster payments.

3. Make Paying Easy

Include your IBAN clearly on every invoice. Offer iDEAL or card payment options if possible. The fewer steps between seeing the invoice and paying it, the better.

4. Request Deposits for Large Jobs

For jobs over €1,000, it is completely normal to ask for a 30–50% deposit before starting work. This reduces your risk and ensures the client is committed.

5. Set Up Automatic Reminders

Manual chasing is time-consuming and easy to forget. Use invoicing software that sends automatic reminders at set intervals. Your software chases the money while you focus on your work.

6. Know Your Clients

For new clients, especially on large jobs, consider doing a quick check. Ask for references or require payment upfront. Trust is earned.

7. Get a Signed Quote First

Before starting any significant job, send a quote and get it accepted in writing (even a "yes" by email counts). This makes it much harder for a client to dispute the invoice later.

Protecting the Relationship

Chasing payment feels uncomfortable, but remember:

• You are not asking for a favour - you are asking for what you earned
• Most late payments are not malicious - people forget, get busy, or have temporary cash flow issues
• Being professional about it earns respect - clients actually respect tradespeople who have their business in order
• A client who does not pay is not a good client - you are better off without them

The key is to be consistent, professional, and firm. Start friendly, escalate gradually, and always leave the door open for dialogue. Most payment issues resolve themselves with one or two reminders - the templates above handle the rest.