Brand not paying you? What to do and what to say

Most late payments are oversights, not refusals. That's a judgement, not a statistic, but it's a useful starting point because it keeps your first message friendly. Before you chase, check:

• The due date. Look in your contract and on your invoice. Check how it's counted: from the invoice date, or from approval or delivery.
• The recipient. Did the invoice go to the right person? Many brands pay through a finance or accounts team that has never heard of you.
• Paperwork. Does the brand need a purchase order or a supplier form from you before it can pay?
• Who pays whom. If you're working through an agency, does it pay you only after the brand pays it? If so, that should be in writing.

If all four check out and the due date has passed, the invoice is late and it's time to chase.

You send these yourself, from your own email. Fill in every [square bracket] before you send. Stick to facts: dates, amounts and links.

The formal notice (Template 4) and final request (Template 5) are templates, not letters of demand with legal effect. Adjust them to your contract and get your own legal advice before sending a formal demand.

Template 1: Day 1, friendly reminder

When to use it: the day after the due date, when it's most likely an oversight.

Subject: Invoice [number] for [Brand]: quick check-in

Hi [Name],

Hope you're well. Just a quick note that invoice [number] for [amount], due on [due date], hasn't come through yet. I've attached it again in case it went astray. Could you let me know if anything's missing on my side?

Thanks,
[Your name]

Template 2: Day 7, ask for a payment date

When to use it: a week after the due date, when the first reminder hasn't had a reply or a date.

Subject: Following up: invoice [number], [amount], now [X] days past due

Hi [Name],

I'm following up on invoice [number] for [amount], which was due on [due date]. Could you confirm the date payment will be made? If it needs to go to a different team or needs a form from me, tell me who and I'll send it today.

Thanks,
[Your name]

Template 3: Day 14, bring in the right person

When to use it: two weeks after the due date, when you need someone who can actually release payment.

Subject: Invoice [number] for [Brand]: overdue, can you help?

Hi [Name] and [finance or senior contact],

I haven't received payment for invoice [number] for [amount], which was due on [due date] under our agreement dated [date]. I've attached the invoice and the agreement. Could you confirm a payment date by [date, about 5 working days away]?

Thank you,
[Your name]

Template 4: Day 30, formal notice

When to use it: a month after the due date, when earlier messages haven't led to a date. Dom to read closely.

Subject: Notice of overdue payment: invoice [number], [amount]

Dear [Name],

Invoice [number] for [amount], due on [due date], remains unpaid and is now [X] days overdue. The work was delivered on [date] as agreed (the posts are live at [links]). I'd like to resolve this directly. Please confirm payment in full by [date, 7 days away]. If I don't hear from you by then, I'll need to consider my next steps, which may include getting advice.

I've attached the invoice, the agreement and proof of delivery.

Regards,
[Your name, business name, ABN or tax ID if you have one]

Template 5: Day 45, final written request

When to use it: after Templates 1 to 4 have gone unanswered. Get your own legal advice before sending it. Dom to read closely.

Subject: Final request for payment: invoice [number], [amount]

Dear [Name],

I am writing again about invoice [number] for [amount], due on [due date], which remains unpaid. I haven't received a response to my messages on [dates]. Please pay in full by [date, 7 days away], or contact me by then to agree a payment date in writing.

If payment isn't received or arranged by that date, I will need to consider further steps to recover the amount owed.

[Your name, address, business name]

This is general information only. It depends on your contract. Some contracts say the brand's rights start only once the invoice is paid, some allow you to pause work, and some say nothing at all.

Habits that make it less likely to come up:

• Ask for a deposit or staged payments.
• Deliver in stages.
• Release final files or usage only on payment, and say so in your terms.

If you're mid-project and unpaid, put a pause in writing. Say what you'll do once you're paid. Get your own legal advice before you withhold work or take content down, because doing it the wrong way can put you in breach of your agreement.

If a payment turns into a dispute, you'll want these in one place:

• The signed contract or agreement.
• The invoice (PDF), showing the due date.
• The brief and any approvals.
• Links to the live posts, and the dates they went up.
• Every message you've sent and received.

In Poppi Social, you can keep the signed contract on the deal and generate the quote or invoice from the deal as a PDF. Poppi Social doesn't store your messages, proof of delivery or posts, so keep those somewhere safe yourself.

• Ask for a deposit. Even a small one changes how the brand treats the project.
• Write the terms down. Payment timing belongs in the contract, not just in a DM.
• Invoice the day the work is approved. Don't wait until the end of the month.
• Give every invoice a clear due date and a unique number.
• Add your payment terms to the Terms & conditions or Notes on the invoice.

For more, see how to get paid faster and how to invoice a brand. When you're negotiating, read how to negotiate brand deals for asking for a deposit, and usage rights explained for tying usage to payment.