What you need to show
To recover money you're owed, you generally need to show three things: that there was an agreement, what its terms were (especially the price and when it was due), and that you did your side of it.
Evidence, from strongest to weakest
- A signed agreement or accepted quote that sets out the work, the price and the payment terms. This is the best evidence of the terms.
- A record of the signing. Who signed, when, and proof the document hasn't changed since. It stops arguments that "that's not what I signed".
- Invoices that match the agreement, and any confirmation the client received them.
- Messages and emails where the client agrees the price, approves the work or promises to pay. Export the whole chat, not cropped screenshots.
- Proof the work was done: delivery emails, photos of finished work, sign-off messages.
- Your own notes from the time. Useful, but the weakest on their own.
The usual steps
- Remind themSend a polite reminder with the invoice attached and the date it was due.
- Chase in writingSay what is owed, why, and by when you expect payment. For business clients, you can add statutory late payment interest and fixed compensation under the Late Payment of Commercial Debts (Interest) Act 1998.
- Send a letter before actionA formal letter saying you'll start a claim if they don't pay. If your client is an individual, including a sole trader, the courts in England and Wales expect you to follow the Pre-Action Protocol for Debt Claims and give them time to respond.
- Consider mediationThe courts expect both sides to try to settle.
- Make a claimIn England and Wales, most claims up to £10,000 go to the small claims track, and you can start one online. In Scotland, simple procedure covers claims up to £5,000. Northern Ireland has its own small claims process.
Make the next one easier
Most payment disputes start as a misunderstanding about scope or timing. Agree the work, the price and the payment terms in one document before you start, and get it signed. With AgreeVia, your client signs a quote, contract or invoice from a link, and you can download an evidence package showing who signed and when. AgreeVia doesn't collect payments or chase debts for you; it gives you a clear record of what was agreed.
This guide explains the general position in the UK as we understand it on 10 October 2026. The law differs between England and Wales, Scotland and Northern Ireland, and it changes. If something important turns on it, talk to a solicitor.
Get to work
Next time, agree it in writing first. Send a quote or contract your client signs on their phone, and keep the record.
Free for 3 documents a month, no card needed. AgreeVia works in your browser today, and iPhone and Android apps are coming soon.