Unpaid Invoices Are a Burden on Many Craft Businesses

Whether it’s a tiler, roofer, or electrician – reliability is the top priority in the craft industry. Your clients rely on you, and you deliver quality work. However, once the work is done, there is often an unpleasant surprise: the invoice is not paid on time.

For small and medium-sized craft businesses, such outstanding payments can quickly become a threat to their existence. At the same time, many craftsmen shy away from reminding their clients: "After all, you know each other."

In this article, we will show you:

✅ Why reminders are essential in the craft industry

✅ How to write reminders correctly and fairly

✅ Which phrases are recommended

✅ And how to easily organize the reminder process for your business

Why Reminders Are So Important for Craft Businesses

Ensuring Liquidity

In the craft industry, upfront costs are often high: material purchases, wages, vehicles – all of these need to be pre-financed. When clients pay late, you lack the resources for the next job.

Being Fair – Also to Yourself

Your clients expect professionalism from you. Similarly, you should expect that your service will be paid for – promptly. A polite reminder is a completely normal part of business.

Creating Clarity

Not every client pays late on purpose. Sometimes invoices simply get lost in the daily routine. A reminder is often just the necessary nudge.

Common Mistakes in Craft Industries When Issuing Reminders

🚨 Reacting too late: Many wait months before following up.

🚨 Formulating too emotionally: “If you don’t pay immediately…” damages the tone.

🚨 Lack of documentation: Verbal inquiries are poorly documentable.

🚨 Wrong recipients: Especially with commercial clients, the right contact person is often missing.

How to Write a Reminder Correctly: Step by Step

1️⃣ Review the Invoice

• Was the invoice issued correctly?

• Are all agreed services clearly listed?

• Was the payment deadline mentioned?

2️⃣ Friendly Reminder

After the payment deadline has passed (possibly + 1 week), you can send a payment reminder.

Subject: Payment Reminder for Your Invoice No. 5678

Dear Mr. Müller, our invoice No. 5678 dated 03.06.2025 for €1,450 is still outstanding. The payment deadline of 03.07.2025 has been exceeded. Please transfer the outstanding amount to our account within the next 7 days. If you have already paid, please disregard this letter.

Thank you very much!

3️⃣ Firm Reminder

If no payment is made even after an additional 7–10 days, you can issue the first reminder. It can sound more assertive but must remain factual.

Subject: First Reminder for Your Invoice No. 5678 … [Text as above, with an indication of the possible next steps if further non-payment occurs]

4️⃣ Plan Further Escalation

If there is still no response, you can send further reminders or involve a debt collection agency.

Organizing Professional Reminder Processes: Tips for Craftsmen

✅ Document all invoices & deadlines: Use a simple Excel sheet or software.

✅ Standardize deadlines: For example, “14 days after the invoice date.”

✅ Define reminder stages: Reminder, Reminder 1, Reminder 2, and possibly collection.

✅ Automate: With solutions like KLEVERBILL, you save a lot of time.

Why Software like KLEVERBILL Makes Sense for Craftsmen

KLEVERBILL is a specialized solution for reminders and receivables management – also suitable for smaller craft businesses.

Your Advantages with KLEVERBILL:

✅ Automated reminders – punctual & reliable

✅ Templates for payment reminders & reminders

✅ Overview of all outstanding invoices

✅ Customized texts for regular and new clients

✅ Less conflict & misunderstandings

✅ More time for your core business

This way, you remind professionally and consistently – without compromising your client relationships.

Conclusion: Reminders Are Part of the Craft Business

Writing a reminder is nothing to be ashamed of. On the contrary, it shows that you take your business seriously. With clear structure, fair communication, and if necessary, appropriate software, you keep your liquidity under control – and can concentrate on what you do best: your craft.