GUIDE · PHONE

Call once. Email the summary.

Email is the paper trail. A 90-second call is how buried invoices get unburied. Do not argue scope on the phone. Get a date, then write it down. Not legal advice.

When to call

After two emails with no reply, or after they said “soon” and missed that date. Call during their business hours. If you only have a day-to-day contact, ask for accounts payable.

The script

Hi [CLIENT NAME], this is [YOUR NAME]. I am calling about invoice [INVOICE NUMBER] for [AMOUNT], due [DUE DATE]. I wanted to make sure it did not get buried.

If they say it is coming: "Great — what date should I expect it? I will send a one-line confirmation after this call."

If they say cash is tight: "I can take a partial payment today and the rest by [DATE]. What can you do today?"

If they dispute the work: "Tell me the specific line that is wrong and I will review it today. The rest of the invoice still stands."

Voicemail: 20 seconds. Name, invoice number, amount, and that you will email a summary in five minutes. Then send that email so the call still exists in writing.