How to Chase Unpaid Invoices in South Africa
Published 10 February 2025
Practical steps for SA tradespeople to collect overdue payments without damaging client relationships.
Prevention starts on the quote
Clear payment terms on every quote and invoice reduce chasing later. State when payment is due — 'on completion', 'within 7 days', or '50% deposit before work begins' — and include your banking details.
Clients who sign off on payment terms upfront are far less likely to dispute invoices later. The Trade Kit lets you add standard payment terms to your notes on every document.
The polite reminder sequence
Day 1 after due date: a friendly email reminder assuming the client simply forgot. Day 7: a firmer follow-up referencing the original invoice number and amount. Day 14: a phone call to discuss payment.
The Trade Kit Pro sends automated payment reminder emails so you do not have to write each one manually.
When to escalate
If a client still has not paid after 30 days, send a formal letter of demand. The Small Claims Court handles disputes up to R20,000 without a lawyer — useful for sole traders chasing smaller amounts.
Keep copies of every quote, invoice, and reminder email. A clear paper trail strengthens your position in any dispute.