Every script here is short on purpose. Swap the brackets, keep the structure, and send it. They're written for Canadian freelancers, but only the invoice-terms and tax sections depend on Canadian law.
What do I say when an invoice is overdue?
Be specific, be kind, and ask for a date. Vague nudges like "just circling back!" are easy to ignore, and an angry message can cost you a client you'd want to keep. This is the middle version:
Hi [name], invoice [#] for [amount] was due on [date] and is now [X] days past due. I know things get buried, so I wanted to flag it directly. Can you confirm the payment date this week? Happy to resend the invoice or the payment link if that's easier.
The exact number and date leave no room for "I think we paid that." The line about things getting buried lets them reply without losing face. And one question with a deadline gets you a date you can hold them to.
What do I send if they still don't pay?
A second message that points back to the first, restates the facts, and says what happens next. Send it about a week after the first one goes unanswered:
Hi [name], following up on my note from [date] about invoice [#] for [amount], now [X] days past due. Under the payment terms on the invoice, interest of [1.5% per month (18% per year)] applies from the due date. If I don't have payment or a firm payment date by [date], I'll [pause further work / take the next step to recover it]. I'd much rather sort this out directly, so let me know what works.
Only mention interest if your quote and invoice already stated it (the section on invoice terms below has the wording). Name a next step you're ready to take. A threat you don't follow through on teaches the client to wait you out. If it gets that far, our post on what to do when a client won't pay walks through the options.
What payment terms should go on my invoice?
Three lines: a real due date, how to pay, and what a late payment costs. Paste these at the bottom of every invoice:
Payment is due [specific date].
Accepted: [e-transfer / card / your method].
Overdue balances are charged interest at 1.5% per month (18% per year), from the due date until paid.
Write the due date as a calendar date. "Net 30" makes a busy client do arithmetic before they can pay you. Naming the payment method saves a back-and-forth email, and every question you remove gets you paid sooner.
The late-fee line has to show the yearly rate. Under section 4 of the federal Interest Act, a rate written only per month, with no yearly equivalent, can be capped at 5% a year. Put the same line in the quote the client accepts, before the work starts, so it's part of what they agreed to. Our post on charging interest on late invoices in Canada covers the rules in full. This is general information, so talk to a lawyer about a live dispute.
How do I ask a client for a deposit when they say they don't do deposits?
Hold the position, give the reason, and offer a second way to say yes:
Totally understand, and I know some companies have that as a policy. On first projects I ask for 30% up front so we can both start with confidence, and it comes straight off the final invoice. If a deposit won't clear your process, I'm happy to bill a small first milestone instead so we can get moving. Which works better on your end?
"We don't do deposits" is a default, and defaults can be negotiated. A first milestone gets you the same protection in a form their accounts team already knows how to pay. More on this in how to ask a client for a deposit.
What do I say when a client asks for a discount?
Keep the rate and offer to move the scope instead:
Understood. The rate reflects the scope we agreed on, so I can't move the price without moving the scope. If budget's tight, I'm glad to trim what's included to fit it. Which would you rather do?
It turns the ask into a real choice: less work for less money, or the full project at the full price. Either they find the budget, or you scope it down and you're paid fairly for what you deliver.
How do I follow up on a quote with no reply?
Once, a week or two after the silence, with an easy out and a real start date:
Hi [name], circling back on the quote I sent for [project]. No pressure at all if the timing's shifted. If you're still keen, I've got room to start [specific week], and I'd love to work on this. Want me to hold the spot?
The start date turns "someday" into a decision, and "want me to hold the spot" adds a reason to answer without a fake deadline. If it's still quiet after that, let it go.
What do I say when a client goes quiet in the middle of a project?
Name what you're waiting on and frame the pause as protecting their timeline:
Hi [name], I've paused at [milestone] so I don't run ahead of your feedback. No rush at all. Whenever you've got [the thing you need from them], send it over and I'll pick straight back up. Just keeping your timeline honest.
When a client stops replying mid-project, the next move is theirs. This makes the reply easy and nobody feels chased.
What do I say when a client asks if there's tax on my invoice?
If you're under the GST/HST registration threshold, say so plainly:
No tax on this one. I'm under the threshold where GST/HST registration is required, so the amount on the invoice is the full amount you owe. If that changes down the road, I'll let you know before it shows up on a bill.
In Canada you have to register and charge GST/HST once your taxable revenue goes over 30,000 dollars in four consecutive calendar quarters. Under that, you're a small supplier. The full rule is in our guide on charging GST/HST under 30,000 dollars, and if you're registered, here's where your GST/HST number goes on the invoice.
What do I send when a project is finished?
One email that hands over the work, sends the final invoice, and asks for a referral while the client is happiest:
Subject: [Project] is wrapped: final files and invoice
Hi [name], [project] is done, and it was a good one to work on. Final files are here: [link]. The final invoice is attached, #[number], due [date]. Quick note on the files: [where things live or how to use them]. If anything comes up over the next couple of weeks, send it my way and I'll sort it out. One small ask: if you know anyone who could use help with [what you do], I'd be glad of the introduction. Thanks again, [your name]
The day you deliver is the day the client feels the value most, so the invoice gets approved faster and the referral ask lands warm.
How do I tell a client my rate is going up?
A short email with a specific date about a month out, no apology, and existing bookings protected:
Hi [name], a quick heads up that my rate for [work] will move to [new rate] starting [date]. I've really valued working on [specific project], and this keeps me able to give your work the attention it deserves. Anything already booked stays at the current rate. Happy to talk it through if that's useful.
A future date makes it read as a decision you've already made. Keeping booked work at the old rate removes the "am I being penalized mid-project" worry.
Quick checklist
- Overdue: invoice number, amount, due date, days late, one question with a deadline.
- Second notice: point back to the first message, state the agreed terms, name a next step you'll take.
- Invoice terms: a calendar due date, how to pay, and a late-fee line showing the yearly rate.
- Keep the wording in a note so you're never writing it from scratch on a bad day.
Send the overdue one automatically
Chasing is the part everyone puts off. Loot sends payment reminders on overdue invoices for you, so the first nudge goes out on schedule whether or not you remember. On Pro you can edit each reminder's message, so the overdue script above can be the exact wording your client gets.
FAQ
How long should I wait before following up on an unpaid invoice? Send the first nudge within 3 days of the due date, while it's still easy for the client to fix. Send the second message about a week after the first goes unanswered.
Should I mention a late fee in my first reminder? No need. The first message is about getting a date. Mention interest in the second notice, and only if your quote and invoice already stated it.
Can I charge interest on a late invoice in Canada? Yes, if the client agreed to it in your terms. Write the rate per year, or give the yearly equivalent next to a monthly rate, because the federal Interest Act can cap a monthly-only rate at 5% a year.
What do I say if a client won't pay a deposit? Explain why you ask for one and offer a small first milestone invoice as the alternative, so they have a way to say yes.
Is it OK to use the same script for every client? Yes. Swap the brackets and adjust the tone for the client. Using the same structure every time is what keeps you consistent when you're stressed about money.