Guides · 6 min read
How to collect money customers owe you without losing them
The short answer
Agree the payment date before the goods leave your hands, write it down with the customer's phone number, take part of the money now if you can, and send a polite reminder the day before and on the day. Small, regular reminders collect more than one angry call weeks later.
Step 1Decide who gets credit, and how much
Write your own rule and keep to it, for example: "Only customers I have sold to for three months, and never more than ₦20,000 owing at a time." A rule makes it easier to say no kindly, because it is not personal: it is your rule.
Step 2Agree the date before the goods leave
Ask, "When will you pay?" and wait for a day, not "soon". Then say it back: "So Friday, ₦18,000." People keep a promise they said out loud far more often than one you assumed.
Step 3Write it down with their phone number
Name, phone number, what they took, how much, and the day they promised. If you can, send it to them on WhatsApp right away: "Thank you for buying today. ₦18,000 for 2 bags of rice, to pay on Friday." Now you both have the same record.
Step 4Take part of the money now
Ask for a part-payment before the goods leave, even a small one. A customer who has paid something is more likely to finish paying, and you have less at risk if they do not.
Step 5Remind them the day before
Send a short, friendly message. You can copy this one:
Good evening Mrs Ade, just a reminder that the balance of ₦13,000 for the rice is due tomorrow. Thank you, and have a good night.
Step 6On the day, follow up and offer a plan
If the money does not come, message the same day, not next week:
Good afternoon Mrs Ade, I have not seen the ₦13,000 yet. If it is hard to pay all today, you can send ₦5,000 now and the rest on Friday. Let me know what works for you.
Offering a smaller amount keeps the customer talking to you instead of avoiding you.
Step 7After two missed dates, pause new credit
Keep selling to them for cash, but stop new credit until the old one is cleared. Say it kindly: "I can't add to the account until we clear the balance, but you're welcome to buy for cash." Then look at your full credit list every Monday, oldest debt first.
An example: one customer's balance
Mrs Ade took 2 bags of rice on Monday and promised to finish paying by Friday:
- 2 bags of rice₦18,000
- Paid on Monday, before she left− ₦5,000
- Paid on Friday, after the reminder− ₦5,000
Still owing₦8,000
The reminders brought in ₦5,000 on the day it was due, and she agreed to pay the last ₦8,000 the next Friday. Without a written date, that money would most likely have been forgotten.
Or let Clara do it
Clara can do all of this for you
Instead of keeping debts in your head, tell Clara who owes you. She keeps every balance and part-payment, and writes the polite reminder for you to send on WhatsApp.
Mrs Ade paid 5k for the rice
ClaraI'll record ₦5,000 from Mrs Ade. She will still owe you ₦8,000. Save?
Free while Clara is in private beta. Works on any phone, even offline.
Mistakes to avoid
- Giving credit with no date. "I will pay you" with no day usually means later than you hoped.
- Waiting weeks before reminding. The longer a debt sits, the harder it is to collect.
- Reminding in anger, or in front of other customers. You may get the money once and lose the customer forever.
- Keeping debts only in your head. You will forget some, and the customer may remember a smaller amount.
Do this today
Write down everyone who owes you right now, with their phone number and amount, and send one polite reminder to the person who has owed you longest.
Questions owners ask
How do I remind a customer to pay without sounding rude?
Keep it short, warm and specific: greet them, say the amount and the date, and thank them. Offering to take part of it now keeps the conversation friendly.
Should I stop selling on credit completely?
Not always. Credit can bring loyal customers. Give it on your own rules: only to people you know, with a limit and a date.
What if a customer refuses to pay?
Stop new credit, keep reminding politely with a smaller amount to start, and keep your written record. For large debts, ask someone you both respect to help you agree a plan.
Or let Clara do it
Clara can do all of this for you
Instead of keeping debts in your head, tell Clara who owes you. She keeps every balance and part-payment, and writes the polite reminder for you to send on WhatsApp.
Mrs Ade paid 5k for the rice
ClaraI'll record ₦5,000 from Mrs Ade. She will still owe you ₦8,000. Save?
Free while Clara is in private beta. Works on any phone, even offline.
