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Difficult conversations

Asking for an overdue payment without souring the relationship

By Review.LivePublished 3 min readHow we write

On 14 June the receivables list shows progress invoice 6 on a free-standing restaurant still unpaid: $142,380, received by the owner on 2 May. Two subcontractors have called about their share. The owner's project manager is friendly at every site meeting and has not mentioned it.

A person on a telephone call reviews papers at an office desk.
Photo: Carrie Allen www.carrieallen.com on Unsplash

Phone the person who approves the payment, ask what is holding it up, fix anything on your side that day, and confirm the amount, the due date and the new payment date in writing. Ask about specific blockers: a missing document, an approval stuck with one person, a lender that has not released funds. A calm call finds it faster than a stern letter, and the note fixes the dates.

  1. Check your side first: amount, date received, due date, any notice of non-payment, and the documents the contract requires — see a progress billing that gets paid.
  2. Call whoever approves or releases payment, not only accounts payable.
  3. Ask what is holding it up, and listen. A subcontractor should also ask whether the contractor has been paid for that period.
  4. Remove the blocker where you can, and agree a payment date.
  5. Confirm it in writing that day: invoice, amount, dates and what was agreed.
  6. Escalate in steps if the date passes: their principal, then a letter citing the contract, with legal advice before interest, adjudication, a lien or slowing work.

The first call

  1. You:I'm calling about invoice 6, for $142,380. You received it on 2 May, so it was due on 30 May. What's holding it up?
  2. Owner's PM:The bank hasn't released the draw. Their cost consultant hasn't done the May visit.
  3. You:Then let's get him here. I'll walk him through myself.
  4. You:I'll send you a note tonight with the amounts and dates.

Common mistakes

  • Waiting for the next site meeting because raising it feels awkward.
  • Opening with a threatening letter, so staff defend the delay instead of fixing it.
  • Accepting "it's in the system" without a date.

Action list

Set up today

  1. List every invoice more than a week past due
  2. Note each one's due date and your lien deadline
  3. Name the person who approves payment for each client
  4. Book the calls for tomorrow morning
  5. Keep a follow-up note ready with blanks for the dates

Check your understanding

The owner's project manager says the invoice is fine, but the owner is "a bit tight this month". What goes in your note?

Show the answer
The facts, without accusation: invoice, amount, dates, no notice of non-payment received, and the date they now promise. It shows the delay has nothing to do with your work, which matters if you escalate.

Sources

  1. Practice Tip PT.10.3, Construction Act – Prompt Payment (version 2.0, January 9, 2026)Ontario Association of Architects · Ontario, Canada · accessed
  2. FAR 52.232-27, Prompt Payment for Construction ContractsU.S. General Services Administration (Acquisition.gov) · United States (federal construction contracts) · accessed

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