PolitePaid / Practical notes

A practical invoice follow-up checklist

Use this before each reminder so the wording reflects your current records, not last week’s balance.

Before drafting

1. Find the original invoice reference and agreed due date. If you cannot verify the date, use unknown-date mode.
2. Check bank or payment-provider records. Deduct partial payments and use the current outstanding amount.
3. Keep each currency separate. Do not convert or add unlike currencies without your own verified accounting process.
4. Check the recipient and any agreed finance contact. Use only necessary client details.

Before sending

1. Choose the stage and a tone that fits the relationship. Review the date suggestion and any manual override.
2. Check every name, reference, amount and date. Remove all template placeholders.
3. Open and verify any invoice link yourself. Do not include credentials or unnecessary private details in the link.
4. Ask one clear question about the payment schedule. Review the draft and send it yourself.

After contact

• Record last contact, next follow-up and status in your own tracker.
• Update amounts manually after each payment. Keep a private backup of your records.
• Stop when paid, disputed or a new date is agreed. Adapt the next check to the actual agreement.

The checklist helps organize communication. It cannot verify payment and does not guarantee that a client will pay.

Create a free reminder. For organized variants and a manual tracker, see the optional $9 one-time follow-up kit (purchase currently unavailable).

Communication assistance, not legal advice or collection representation.