Agree the payment term in advance
Record payment arrangements in your quote, agreement or terms, and repeat the due date on the invoice. In the Netherlands, consumers have no fixed statutory payment term; the agreed term must be reasonable. Different statutory rules apply to business customers, including a 30-day term if nothing has been agreed. Check which situation applies.
Make payment straightforward
Send the invoice to the agreed contact. Include an identifiable project, invoice number, amount and your payment details. For larger projects, agree stage payments that follow progress, so the full amount isn’t outstanding until handover.
Start by checking and making contact
- Was the invoice actually sent and received?
- Does the amount match the agreement, including approved extra work?
- Has the due date passed?
- Is there a dispute about the work or amount that you need to discuss first?
Send a specific reminder
State the invoice number, amount and original due date. Attach the invoice again and ask for payment or a clear response. Put any payment arrangement in writing. Keep a factual record of what you sent and what the customer promised.
Check before charging collection costs
For a consumer in Belgium, you must first send a correctly worded notice free of charge, allowing the prescribed 14-day payment period starting the day after receipt. The stated collection costs must also be correct. An ordinary reminder does not automatically meet these requirements. Use current wording appropriate to the situation and seek advice if the debt is disputed.