Late payments can quickly strain your cash flow and put your organisation at risk. In Belgium, unpaid invoices remain one of the main causes of bankruptcy. Recent data shows that more than half of B2B invoices are now paid late, and the number of affected companies has risen by 75% over the past year (Atradius, B2B Payment Practices Report Belgium 2025).
So, what can be done to address bad payers and reduce the risks of late payments? You might think that consulting a lawyer or debt collection agency directly is the primary solution, but some strategies and legal measures can help you avoid using costly and immediate resources.
Check your customer’s creditworthiness
One of the most effective ways to prevent payment issues is to assess from the start whether a customer is financially sound. Gather key information about your customer, such as
- their registration with the Crossroads Bank for Enterprises,
- their published annual accounts,
- the overall state of their industry and country if they operate abroad.
- whether they have outstanding debts with public authorities.
Often, a direct conversation provides valuable insights: a transparent client will willingly share information, while an evasive one may be hiding difficulties.
Take care of your invoicing
Before pointing to your customer as the problem, make sure that your own invoicing isn’t causing confusion or delays. Check:
- whether the payment methods you offer are practical,
- whether the due dates are clearly indicated,
- whether the customer is satisfied with the service provided.
If everything appears correct but the payment still has not arrived, send a polite reminder as soon as the due date passes. Regular follow-up helps customers settle overlooked invoices quickly and shows that you are actively monitoring your accounts.
Request deposits when appropriate
For long-term contracts, asking for a deposit can help guarantee a minimum level of cash flow and ensure continuity of your operations. Although deposits are not regulated by law, they are common practice in many sectors, particularly for customised goods or services. The amount should remain reasonable—often between 20 and 30%—to avoid deterring the client. In sectors like construction, larger deposits are standard, as they cover the purchase of raw materials.
Include late payment penalties
Belgian law now limits payment terms to a maximum of 60 days, including for public contracts, while the default term remains 30 days if no agreement is specified. When these deadlines are exceeded, late payment interest and a fixed compensation of €40 automatically apply, even without a formal notice. To protect yourself, ensure that these provisions are clearly stated in your general terms and conditions as well as on your invoices, and seek legal advice to confirm that your contracts are enforceable.
Switch to digital invoicing
Moving from paper invoices to a digital system offers a range of advantages :
- Processing times are shorter for accountants and finance teams
- Costs are lower because electronic invoices are less expensive to handle
- Payment tracking becomes easier and more transparent
- VAT returns are also simplified.
Today, many tools are available to help you digitise and automate your administration, such as Accountable, Horus, Odoo, Sage Bob, Winauditor or Winbooks.
Make payments easier with digital solutions
One of the most effective ways to combat late payments is simply to make it easier for customers to pay. Offering digital payment options or adding direct payment links or QR codes to invoices and quotes removes unnecessary obstacles and helps clients settle their bills more quickly. By reducing friction in the process, you improve the customer experience and increase your chances of being paid on time.
Consider factoring
Another option is to outsource the management and recovery of invoices to a factoring company. By transferring your receivables, you gain faster access to liquidity, save time on administrative follow-up and reduce the uncertainty of waiting for payment. This service does come at a price, usually calculated either as a fixed fee per invoice or as a percentage of the transferred amount. Before committing, it is important to compare the available solutions and make sure that the benefits outweigh the costs.
As a last resort, seek legal support
If, despite your efforts and repeated reminders, invoices remain unpaid, external support may be necessary. A legal adviser, mediator or bailiff can step in with the appropriate level of authority to persuade clients to meet their obligations. This option should remain a last resort, but it sends a clear signal that you take the matter seriously while still aiming to preserve professional relationships.
Pay attention to consumer protection rules (B2C)
When dealing with private consumers, the legal framework is different from business-to-business transactions.
Since 1 September 2023, stricter rules apply:
- The first reminder must be sent free of charge.
- Consumers must be given at least 14 days to make the payment.
- Additional charges are legally capped (e.g. a maximum of €7.50 per extra reminder).
Conclusion
A proactive approach—checking customer credit, issuing clear invoices, and using digital tools—is essential. Combined with deposits, solid contract terms, and legal recourse if needed, you can significantly reduce the risks posed by late payments.