A client paid part of the invoice. Now what?

Money landed, but not all of it. Before you write anything, find out which kind of short payment this is. The reply is different for each.

TL;DR

• Check the amount against the invoice, then work out the cause: bank or FX fees, a deducted dispute, a split payment, or a mistake. Send one short email that states what arrived, what is still open, and the invoice number. Keep the original invoice open until the full total lands — don't edit it to match what was paid, and don't silently absorb the gap. For agreed instalments, invoice each part separately next time.

Key takeaways

• A short payment is usually fees, a disagreement, cash flow, or a typo. Find out which before replying.
• One email: amount received, balance due, invoice number, how to pay the rest.
• Never edit the original invoice to match what arrived. The balance is still owed.
• Small FX or bank fee gaps: decide a policy with your accountant instead of guessing case by case.
• Prevent it next time with deposits, milestone invoices, and clear payment terms.

This post is for a freelancer staring at a bank notification that says less than the invoice. It covers the four usual causes, the email, and how to stop it happening again.

First, check what actually arrived

Before contacting anyone:

1. Match the payment to the invoice using the reference or amount.
2. Note the exact amount received and the date.
3. Work out the gap: invoice total minus amount received.
4. Look at the gap. Is it small and odd (fees), a round number (a deduction or instalment), or close to a line item (a dispute)?

That last step usually tells you which of the four cases you're in.

The four usual causes

1. Bank or FX fees. The gap is small and uneven. International transfers often lose a little in transit or conversion. This is common with cross-border clients — see multi-currency invoices for setting currency up front.

2. A disputed line item. The gap matches a specific line. The client didn't agree with part of the work, or thinks something was out of scope. This is a conversation, not a reminder.

3. They're paying in parts. The gap is a round number. They may have budget or cash-flow limits and intend to pay the rest later. Sometimes they say so; often they don't.

4. A mistake. Wrong amount typed, an old invoice total used, or tax left off. Usually fixed with one polite email.

The email (copy you can adapt)

Send one message. Keep it factual and neutral — you don't know the cause yet.

**Subject:** Invoice [number] — balance remaining

Hi [name],

Thanks for the payment of [amount received] on [date] for invoice [number].

The invoice total was [total], so [balance] is still open. Could you let me know if the remaining amount is on its way, or if anything on the invoice needs a closer look?

The invoice and payment details are here: [link].

Thanks,
[your name]

This works for all four causes. It gives a disputing client room to raise the issue, and a client who mistyped the amount an easy way to fix it.

What to do based on the answer

Fees. Decide a policy with your accountant: absorb gaps under a small threshold, or ask the client to cover transfer fees. Write that policy into your payment terms so it isn't a fresh conversation each time. I won't invent a threshold for you.

Dispute. Get on a call or reply in writing to the specific line. If the work was in scope, point to the proposal or contract. If it wasn't clear, decide whether to hold firm or adjust. If you adjust, record it properly instead of editing the original invoice — ask your accountant how they want corrections handled.

Instalments. Agree dates in writing for the rest. Next time, set it up as separate invoices from the start (see below).

Mistake. Thank them, confirm the balance, and send the invoice link again.

Keep your records clean

• Don't edit the original invoice to match what arrived. The total was agreed; the balance is still owed.
• Don't mark it paid until the full amount has landed (or until you've formally written off or corrected the difference).
• Note the partial payment in your own records with the date and amount.
• Keep reminders going for the balance, but switch to a personal message if there's a dispute — automated nudges about money someone is actively questioning feel cold.

Prevent it next time

• Take a deposit before starting, so the final invoice is smaller. See should freelancers ask for a deposit?
• Split big projects into milestone invoices. Each one is paid in full or not at all, which is far easier to track than one total paid in pieces.
• Agree currency and fees up front for international clients.
• Itemise clearly. Vague lines invite partial disputes. The freelance invoice template covers what to include.
• Put scope in writing so "we didn't think that was included" has an answer.

How Brisk helps

• Live invoice page with the total, due date, and payment details in one link — easy to resend with the balance email.
• Automatic reminders keep following up until you mark the invoice paid.
• Card payments (Pro) let clients pay the exact total on the page, which removes most typing mistakes.
• Open tracking (Pro) shows whether they've looked at the invoice since you emailed.

Start for free. Pricing.

FAQ

What do I do if a client underpays an invoice?

Confirm the amount received, then send one email stating what arrived, the balance, and the invoice number. Ask whether the rest is coming or whether something needs a closer look.

Should I mark a partially paid invoice as paid?

No. Keep it open until the full amount arrives or you've formally corrected or written off the difference with your accountant's guidance.

Who pays international transfer fees?

Whatever you agreed. If you didn't agree, decide a policy now and add it to your payment terms for next time.

Can I refuse to keep working until the balance is paid?

If your contract allows pausing work for unpaid invoices, yes. If it doesn't say, raise it calmly and add a clause for future projects.

How do I set up payment in instalments?

Send separate invoices for each instalment or milestone, each with its own due date, instead of one invoice paid in pieces.

Key insights

- The size and shape of the gap usually tell you why it happened. - One total per invoice, paid in full, is the easiest thing to track — design projects around that.

If you want one live invoice link, reminders that keep going until it's paid, and fewer typos on the client's side, use Brisk.