The job is done. The invoice is sent. And the client isn't paying — isn't responding, is disputing the invoice, or is finding reasons to delay. It's one of the most frustrating situations in contracting, and it happens to every contractor eventually.
Here's the step-by-step approach to getting paid — and the documentation habits that make the process more effective at every stage.
Step 1: Confirm the Invoice Was Received
Before assuming non-payment is intentional, confirm the invoice actually arrived.
- Email invoices can land in spam
- Text-based invoice links may not have been opened
- Some clients genuinely lose track of invoices
Send a simple, non-confrontational follow-up: "Hi [Name], just wanted to confirm you received my invoice for the [job] at [address]. Let me know if you have any questions about it."
Step 2: Professional Reminder (Day 7–14)
If you haven't heard back after the confirmation message:
"Hi [Name], following up on invoice #[number] for the [job] at [address]. The balance of $[amount] was due on [date]. Please let me know if there's anything I can help clarify. Happy to arrange a quick call if needed."
Keep the tone professional. Clients sometimes delay without bad intent — family emergencies, travel, or just being disorganized.
Step 3: Formal Past-Due Notice (Day 14–30)
If still no payment or response:
"This is a formal notice that invoice #[number] for $[amount] for work completed at [address] on [date] is past due. Payment is requested by [specific date]. If payment is not received by this date, I will need to pursue additional steps to collect this balance."
This message signals that you're serious and creates a documented paper trail of the collection attempt.
Step 4: Certified Letter Demand
Send a formal demand letter via certified mail (return receipt). This creates a verifiable record that the client received notice of the amount owed and the deadline.
The letter should include:
- Your business name and contact info
- Client name and job address
- Invoice number and amount
- Work description and completion date
- Deadline for payment (typically 10 business days)
- Statement that legal remedies will be pursued if payment is not received
Keep the certified mail receipt and the return receipt card.
Step 5: Contractor's Lien (for Real Property Work)
For unpaid balances on work that improves real property — roofing, painting, concrete, HVAC, electrical, plumbing — most states allow contractors to file a mechanic's lien (also called a contractor's lien).
A lien attaches to the property title and must be resolved before the property can be sold or refinanced. It's one of the most powerful collection tools available to contractors.
State-specific rules apply: Lien laws vary significantly by state, including the timeline for filing (many states have strict deadlines from the date of last work), notice requirements, and filing procedures. Consult an attorney in your state or research your state's specific lien statutes before filing.
Step 6: Small Claims Court
For amounts within your state's small claims limit (typically $5,000–$10,000), small claims court is an accessible, self-represented option.
What you need to bring:
- Signed or digitally approved estimate
- Before-and-after photos with timestamps (from TimeFotos)
- Invoice with delivery record
- Text messages or emails related to the job
- Certified mail demand letter and receipt
- Any client acknowledgment of the work (opening your share link is documented in TimeFotos)
A contractor with complete documentation wins small claims cases at a high rate.
The Documentation That Makes Collection Work
Every step of the collection process is supported by the documentation created during the job:
- Estimate with client approval → establishes what was agreed to
- Timestamped job photos → proves the work was completed
- Client share link delivery → proves the client received job documentation
- Invoice with delivery record → proves the client was billed
With TimeFotos, all of this is created automatically as part of your normal job workflow. You're not creating documentation for collection — you're creating it for good business practice. The collection-readiness is a byproduct.
Start building your documentation trail →
The Bottom Line
When a client won't pay, the process is: confirm receipt, professional reminder, formal notice, certified demand, lien (if applicable), small claims. At every stage, your documentation determines how strong your position is.