Tackling Outstanding Invoices: The Ultimate Guide

January 15, 2024

The impact of outstanding invoices in order to run a successful business is critical. That's why we created the ultimate guide on how to handle outstanding invoices.

James Fyfe
Co-founder - CEO

Outstanding invoices, a common issue faced by businesses of all sizes, can disrupt cash flow, strain relationships with customers, and even jeopardize the survival of a small business, making it crucial to understand how to handle them effectively.

In this article, we will explore the impact of outstanding invoices, strategies to handle them, and the next steps if an invoice becomes overdue.

What is an Outstanding Invoice?

An outstanding invoice is a payment that a customer has yet to make based on a sales invoice that has already been issued and is past the payment due date. These unpaid invoices can significantly impact a business's cash flow, making it difficult to meet financial obligations and run a profitable company.

The Impact of Outstanding Invoices on Business Operations

The Burden on Cash Flow

Outstanding invoices can strain your business's cash flow, as when customers delay their payments, your business might struggle to cover operational costs, pay employees, or invest in scaling up the business. This can lead to increased stress and financial instability and even hinder your ability to take advantage of growth opportunities.

In some cases, businesses may have to cut costs or sell off assets to manage their cash flow effectively.

Forced to Opt for a Loan or Credit

When outstanding invoices accumulate, you may be forced to seek short-term loans or rely on credit to bridge the financial gap.

Seeking short-term loans or relying on credit can temporarily cover your expenses and keep your business afloat until you receive the outstanding payments.

However, it is important to note that this is not a sustainable long-term strategy. Relying too heavily on loans or credit can lead to increased debt, higher interest payments, and potentially damage your creditworthiness.

Addressing the root cause of delayed payments and implementing strategies to improve your accounts receivable process and cash flow management is crucial.

The Effect on Customer Relationships

Outstanding invoices can also strain your relationships with customers, as constantly chasing payments can lead to tension and potentially damage long-term business relationships. 

Customers may view constant chasing for late payments as unprofessional or distrustful, affecting their perception of your business. This can create a negative image and make establishing or maintaining a strong customer base difficult.

Additionally, having outstanding invoices can cause customers to question the reliability and stability of your business. They may perceive it as a sign of financial trouble or poor management, which can weaken their trust in your ability to deliver products or services on time and as promised.

Furthermore, frequent reminders and persistent attempts to collect payment can lead to customer frustration and dissatisfaction. They may feel harassed or overwhelmed by the constant payment requests, leading them to seek alternative suppliers or service providers who offer a smoother and more hassle-free experience.

Proactive Strategies to Handle Outstanding Invoices

Establishing Clear Payment Terms

Clear invoice payment terms are crucial in preventing outstanding invoices, as they ensure your customers understand when they are expected to pay, with the due date clearly stated on the invoice. 

Payment terms can range from immediate payment upon receipt of goods or services to a specific number of days after the invoice date.

Encouraging Early Payment with Discounts

Offering early- payment options or discounts can encourage customers to pay their invoices promptly, a strategy that can help reduce the number of outstanding invoices and improve your cash flow.

By offering a discount for early payment, you incentivize customers to settle their business invoices quickly. This helps to expedite the payment process and minimize the number of outstanding invoices in your accounts receivable.

Implementing Late Payment Fees

Implementing a late fee or payment fees can deter customers from delaying their payments, but it's important to communicate this policy clearly to your customers and apply late fees judiciously to maintain good customer relationships.

Sending Payment Reminders

Sending payment reminders is an effective way to ensure timely payments. These reminders are sent out before the payment deadline and encourage payment to be made before the due date. By sending reminders after the invoice becomes overdue, it helps to minimize the chances of late payment.

Remember that by sending reminders at key points in the payment process, businesses can increase the likelihood of receiving timely payments.

Here is how payment reminders can be used effectively:

1. Before the payment deadline: Sending a reminder a few days before the payment deadline serves as a gentle nudge to the customer, helping them remember the upcoming payment and encouraging them to complete it on time. This proactive approach reduces the chances of missing payments due to forgetfulness or oversight.

2. On the due date: If the payment is not received by the due date, it is crucial to the late payment fee promptly send a reminder. This serves as a reminder to the customer that the payment is overdue and needs immediate attention. It helps maintain a sense of urgency and emphasizes the importance of timely payments.

3. After the invoice becomes overdue: In case the payment remains unpaid, sending reminders after the invoice becomes overdue is essential. Your first reminder can be a simple past-due invoice email that reminds them that the invoice is overdue and needs their attention. These reminders act as escalating alerts, urging the customer to fulfill their payment obligations. The tone of the reminder may become more assertive or include penalties for late payment to encourage prompt action.

Offering Payment Plans

For customers struggling to make a full down payment upfront, consider offering payment plans, an approach that allows customers to make smaller, more manageable payments over a period of time.

This approach can help your customers avoid financial strain and ensure they can still access your products or services.

Here are a few considerations for implementing payment plans:

1. Evaluate the customer's financial situation

2. Establish clear terms and conditions

3. Set realistic payment amounts

4. Enable automatic payments

5. Communicate consistently

6. Offer incentives for timely payments

7. Be flexible and understanding

Tracking Outstanding Invoices with Technology

Using accounting software can help you track outstanding invoices effectively, as it allows you to monitor the status of each unpaid invoice, send automated reminders, and even set up recurring payments.

Additionally, accounting software can generate financial reports, such as the aging of accounts receivable, which gives you an overview of all outstanding invoices and how long they have been outstanding. 

This can help you identify which customers are consistently late in paying their invoices and take appropriate actions, such as sending reminders to pay invoices or implementing stricter payment terms.

Dealing with Overdue Invoices: A Step-by-Step Approach

Communication is Key

Regular communication with your customers is key when dealing with overdue invoices, with phone calls or emails used to remind customers of their outstanding payments.

Legal Action: The Last Resort

In extreme cases, when a customer refuses to pay an overdue invoice, legal action may be necessary. Still, it's important to consult with a legal professional before proceeding with this step.

Hiring a Collection Agency

Hiring a collection agency can be another option for recovering overdue payments, as debt collectors specialize in collecting payments from customers who have past-due invoices.

Streamlining Invoicing with Portant: From Creation to Follow-up

Harnessing the power of automation, Portant offers an innovative solution to streamline your invoicing processes. Our Google Sheets invoice template provides a flexible and easy-to-use platform for businesses to create, manage, and send invoices. It's designed to accommodate any business size or type, saving time and reducing errors in the invoicing process.

Portant's Google Sheets Invoice Template

But it doesn't stop there! Portant also allows for seamless integration with your email platform, enabling you to track and follow up on outstanding invoices effectively. This crucial feature ensures no invoice slips through the cracks, bolstering your cash flow and improving customer relationships.

To understand how the comprehensive functionalities of the Portant app can enhance your invoicing process, watch the following video for more information:


Handling outstanding invoices is a crucial aspect of managing a business's finances. By implementing clear payment terms, tracking invoices, and maintaining open communication with customers, you can reduce the number of outstanding invoices and improve your business's cash flow, with the ultimate goal being not just to get your invoices paid off, but to encourage timely payments and maintain positive customer relationships.

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