Guide
2026-09-27
Net 30 invoices stuck in US accounts payable
Net 30 is not “pay on day 30.” US accounts teams pay on their own run, and a missing W-9 or vendor setup can freeze the invoice before the chase even starts.
A US company that says Net 30 usually means the invoice enters an accounts cycle, not that money leaves the bank on the morning the 30 days end. A bill dated April 5 and due May 5 may pay on the next scheduled run, which can be days later. A reminder on day two of being “late” often hits before that run.
The more serious delay is setup. New vendors are often asked for a W-9, a voided check or ACH form, and a vendor record before anyone can release funds. If you never completed that, the invoice is not overdue in their system. It was never entered.
Ask this on day one, not day forty
“What do you need before you can pay this — W-9, vendor form, purchase order, or a specific AP email?” Send those documents with the invoice. Put an explicit date on the PDF (“Due May 15, 2026”), not only the words Net 30.
Address the invoice to the legal company name on the contract, and copy the accounts address they give you. The person who loved the work may not be allowed to approve a payment.
How to chase a slow AP team
After the due date, ask for a payment date, not an apology. “Invoice INV-18 for $2,400 was due May 15. Which payment run will include it?” If they name a date, snooze until then and mark paid only when the deposit appears.
ACH can take one to three business days after they “send” it. A Friday release may show up Tuesday. Do not send a final notice during that window.
Log the due in JobPay with the AP email and the payment note. Today will surface it when the date passes, so you are not relying on memory during a busy week.
What not to do
Do not invent a late fee after the fact. In the US, a late fee you did not agree in writing is easy for the client to refuse and can turn a slow payment into a dispute. If you want a late fee next time, put it in the agreement before the work starts.
Do not mark the invoice paid because they said “it’s in process.” Mark paid when the money is in the account.
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