How to politely request late payment from a nonprofit client

Late payment from a nonprofit client usually comes down to their process, not bad faith. Here's who pays, when, what tends to hold payment up, and a polite reminder you can send today.

Who pays, and when

A finance or operations manager, often with sign-off from the executive director or treasurer. Payments may follow board meetings or the timing of grant money.

Why payment runs late

Spending can depend on grant funds arriving, and approvals may need two signatures.

Tips for chasing a nonprofit client

• Ask whether the invoice should reference a grant or project code.
• Check who signs off and when the next payment run or board meeting is.
• Be patient but specific: ask for a date, not just an update.

Example reminder email

Subject: Quick reminder: invoice [number] Hi [first name], I hope all's well. Invoice [number] for [amount] was due on [date]. If it's already on its way, thank you, and please ignore this. I've noted the project the work relates to, in case it needs matching to a grant. Does the invoice need a grant or project code to be paid? You can pay here: [payment link] Thanks, [Your name]