How to Chase a Late Payment From a Brand Without Burning Bridges

A late payment from brand partners is usually a process problem, not a bad-faith problem. The invoice went to the wrong inbox, the PO number was missing, or the vendor setup was never finished. The fastest way to get paid is to check those things first, then follow up on a fixed schedule with short, specific emails that make it easy for the brand to say yes.

You can be firm and friendly at the same time. Brands book the same creators again when working with your agency is easy, and that includes how you handle money. This guide gives you a follow-up schedule, five email templates, a plan for who to contact at each stage, and the steps to take if a brand still does not pay.

First, confirm the payment is really late

Before you send a firm email about a late payment from brand partners, make sure the problem is not on your side. A quick check can save you an awkward exchange.

• Check the due date against the contract. Confirm the payment terms and what starts the clock. “Net 60 from approval” is not the same as “net 60 from invoice date.”
• Check that the brand received the invoice. Confirm it went to the accounts payable address or vendor portal, not only to your marketing contact.
• Check the PO number and billing entity. Many brands cannot pay an invoice without a PO, or with the wrong legal entity on it.
• Check the vendor setup. If the brand asked for a W-9 or banking form, confirm it was completed.
• Check your own records. Make sure the payment has not already arrived and been missed in your accounts.

If any of these is the problem, fix it and send a corrected invoice. Then follow up on the new date.

A follow-up schedule for late brand payments

A clear schedule removes the guesswork. Everyone on your team follows up the same way, and no invoice drifts for a month because nobody owned it.

When	Action	Who you contact
7 days before due	Friendly reminder with the invoice attached	Accounts payable, copy your brand contact
Due date	Short note that payment is due today	Accounts payable
3 days late	First overdue notice, ask for the expected payment date	Accounts payable, copy your brand contact
10 days late	Second notice, ask what is blocking payment	Your brand contact directly
21 days late	Escalation to a senior contact on the brand side	Brand contact’s manager or finance lead
30+ days late	Final notice that refers to the contract terms	Finance lead, with the contract attached

Adjust the timing to the size of the deal and the relationship. A $1,500 invoice from a brand you work with every month may need a gentler touch than a $40,000 invoice from a new client.

Who to contact about a late payment

The person who approved the deal is rarely the person who pays the invoice. Knowing who does what keeps you from asking the wrong person for the wrong thing.

• Accounts payable processes the invoice and releases payment. Start here, because AP can tell you if the invoice is in the system and when it is scheduled to pay.
• Your brand or agency contact approved the campaign. They can chase internal approvals and push a stuck invoice through.
• A senior marketing or finance contact can unblock payments that are stuck in a process or a budget question.

If the brand booked through a media agency, the agency may pay you, not the brand. Confirm in the contract which company owes the money, and send your follow-ups there.

Email templates for a late payment from brand partners

Keep each email short. Put the invoice number, amount, and due date in the first lines, attach the invoice every time, and end with one clear question.

1. Reminder before the due date

Subject: Invoice #1042 due April 20 ([Campaign name])

Hi [AP contact name],

A quick reminder that invoice #1042 for [Campaign name] is due on
April 20.

Amount: $3,000.00 USD
PO number: 88231

The invoice is attached again for convenience. Can you confirm it is
scheduled for payment?

Thanks,
[Your name]

2. First overdue notice

Subject: Invoice #1042 now past due

Hi [AP contact name],

Invoice #1042 for [Campaign name] was due on April 20 and we have not
received payment yet.

Amount: $3,000.00 USD
PO number: 88231

Could you let me know the expected payment date? If anything is missing
on our side, I am happy to send it today.

Thanks,
[Your name]

3. Second notice to your brand contact

Subject: Help with invoice #1042 for [Campaign name]

Hi [Brand contact name],

I hope the campaign results are looking good. I wanted to ask for your
help with invoice #1042, which was due on April 20 and is now 10 days
past due.

I have followed up with accounts payable twice. Is there an approval or
a PO step on your side that might be holding it up?

[Creator name] is waiting on this payment, so anything you can do to
move it along is appreciated.

Thanks,
[Your name]

4. Escalation to a senior contact

Subject: Overdue invoice #1042, 21 days past due

Hi [Senior contact name],

I am reaching out about invoice #1042 for [Campaign name], which was due
on April 20 and is now 21 days past due. I have been in touch with
[Brand contact name] and your accounts payable team, but we do not yet
have a payment date.

Amount: $3,000.00 USD
PO number: 88231

Could you help us confirm when this will be paid? The invoice and the
signed agreement are attached.

Thank you,
[Your name]

5. Final notice

Subject: Final notice: invoice #1042, 30 days past due

Hi [Senior contact name],

Invoice #1042 for [Campaign name] is now 30 days past due. Under
section [X] of our agreement dated [date], payment was due within
30 days of the invoice date.

Please confirm payment by [date]. If we do not hear back, we will need
to review our options under the agreement.

We value this partnership and would like to resolve this quickly.

Regards,
[Your name]

Keep your creator in the loop

While you chase the brand, your creator is waiting too. Silence makes them wonder whether anyone is on it.

Tell the creator when the invoice is overdue, what you have done, and when you will update them next. You do not need to share every email. A two-line update after each step is enough. The guide on keeping creators in the loop covers how to set up regular updates on deals and payouts.

What to do if the brand still does not pay

Most late payments are resolved by the second or third email. If a brand goes quiet after the final notice, you have a few options. This is general guidance, not legal advice, so talk to a lawyer before you take formal action.

1. Check the contract. Look for late fee, interest, and dispute clauses. They tell you what you can claim and how disputes must be raised.
2. Pause new work. If the creator has other deliverables for the same brand, consider holding them until the overdue invoice is paid, if the contract allows it.
3. Send a formal demand letter. A letter from a lawyer often gets a response that emails did not.
4. Consider small claims court or collections. For smaller amounts, small claims court may be an option, depending on where the parties are. For larger amounts, a lawyer can advise you.

Weigh the cost of each step against the amount owed and the value of the relationship. Keep a record of every email and call, with dates, in case you need it later.

How to prevent late payments on the next deal

The best follow-up is the one you never have to send. A few habits at contract stage cut most late payments.

• Agree on clear payment terms. Set the term, the start date, and a late fee in the contract. The guide to influencer payment terms explains how to negotiate them.
• Ask for a deposit on larger deals. Part of the fee upfront reduces the risk if a brand pays late or cancels.
• Collect billing details early. Get the AP email, PO number, and vendor forms before the content goes live.
• Invoice the same day the trigger happens. Every day you wait adds to the wait for the creator.
• Put due dates where your team will see them. A reminder a week before the due date catches problems early.

How July handles payment follow-ups

With July Invoicing, you can see every invoice your agency has sent, what has been paid, and what is overdue. July can remind the brand up to three times before an invoice is due and up to three more times if it is overdue, all under your agency’s name. For the follow-ups that need a person, Tasks lets you set default tasks for every deal, such as an invoice check-in, and July adds them to each new deal with the right person and due date. You can also ask Ask July “Who has overdue invoices?” to see where to start.

Frequently asked questions

How long should you wait before chasing a late brand payment?

Send a friendly reminder a week before the due date, then follow up within a few days after it passes. Waiting longer rarely helps, because problems like a missing PO number or an incomplete vendor setup only get fixed once someone points them out.

What do you say when a brand has not paid?

Keep it short and specific. Give the invoice number, the amount, the due date, and the PO number, attach the invoice, and ask for the expected payment date. Offer to send anything that might be missing on your side.

Can you charge a brand a late fee?

You can charge a late fee if your contract includes one. If it does not, you can still ask, but the brand has no obligation to pay it. Add a late payment clause to future contracts and have a lawyer review it.

Who should you contact about a late payment from a brand?

Start with accounts payable, because they process the invoice and release payment. If AP cannot give you a payment date, ask your brand contact to help with internal approvals. Escalate to a senior marketing or finance contact if the invoice is still unpaid after a few weeks.