PRACTICAL GUIDE · 6 MINUTE READ
An unpaid-invoice admin checklist before you chase.
A late-looking invoice can have an ordinary administrative explanation. Check the source records first, then decide whether a reminder, correction, internal query or professional review is appropriate.
The invoice status is verified against the source records and the next action belongs to a named person on a dated review.
Work through the checks in order
Keep the review brief. The aim is to find the next administrative action, not to copy the whole history into another system.
- 1
Confirm the invoice was issued
Open the accounting or invoicing record and verify the invoice number, issue date, customer and amount.
- 2
Check the agreed payment terms
Use the actual contract, engagement terms or invoice wording. Do not assume the due date from memory.
- 3
Check for payment or credit
Review the appropriate bank and accounting records for a payment, credit note, allocation issue or duplicate entry.
- 4
Read the contact history
Look for a query, promised payment date, disputed item or delivery problem that changes the administrative next step.
- 5
Record a restrained next action
Choose who will check, correct, remind or escalate the item, and give that action a specific date.
STOP AT THE RIGHT BOUNDARY
Keep the decision with the right person.
This checklist is not debt-recovery, accounting or legal advice. It does not determine whether money is legally due, set interest or charges, assess a dispute or tell you how to pursue recovery. Seek suitable professional advice where judgement is required.