1. The customer suddenly becomes difficult to reach
Phone calls go unanswered. Emails remain unanswered. The address on the website is no longer correct, or the general phone number suddenly no longer works.
A customer becoming unreachable is rarely a coincidence. A business that is operating normally responds to its suppliers. Companies that suddenly disappear from the radar are often trying to avoid something, and that is frequently related to paying outstanding invoices.
If you have doubts, check the company's file in the Crossroads Bank for Enterprises (CBE). Is the company registration number still active? Has the address recently changed? Has a new director been appointed? Are there any insolvency notices?
This information is publicly available and free of charge through the Crossroads Bank for Enterprises (CBE).
2. Payments are consistently arriving later
An occasional late payment can happen to anyone. But when a customer who always paid on time starts paying later, and then later still, it is no coincidence.
Focus on the pattern, not the exception. Promises that are not kept, payment deadlines that are consistently missed, small partial payments without any communication, these are all signs that the customer's liquidity is under pressure.
Don't respond with patience, respond by tightening your payment follow-up. The sooner you set the tone, the greater the chance that your invoice will be prioritised over those of other suppliers.
3. Ordering behaviour suddenly changes
A customer who starts ordering less, places smaller or fragmented orders, or postpones deliveries without a clear reason is indirectly telling you something about their financial situation.
Companies experiencing cash flow problems often try to spread out their obligations. That is understandable, but it also increases the risk that outstanding invoices will never be paid in full.
In such cases, temporarily reduce the customer's credit limit and openly discuss the payment situation.
A difficult conversation today is better than an unpaid invoice three months from now.
4. Internal warning signs and reputation issues
High employee turnover, negative reviews from employees or customers, or reports of payment issues with other suppliers are all red flags that are visible from the outside, if you take the time to look.
A quick conversation with another supplier or a short Google search can tell you a great deal. Not to gossip, but to gather facts.
Is this company still paying its other suppliers? How quickly? What do former employees say about working there?
Businesses experiencing financial difficulties try to keep those problems internal for as long as possible. But if you know where to look, those problems always find their way into the open.
5. Unsubstantiated disputes or endless delays
You never received a complaint during or after delivery. But the moment the invoice becomes due, an objection suddenly appears.
"The quality wasn't satisfactory."
"We had a different agreement."
"I first need internal approval."
Unfounded disputes and repeated delays without supporting documentation are classic delaying tactics. The customer is buying time, hoping you will eventually give up or that the issue will simply disappear.
Clearly define in your general terms and conditions how disputes should be submitted.
This does not mean that a dispute submitted differently cannot be accepted, but it does make your case much stronger if the matter ends up in court.
Download a good example of general terms and conditions here.
What should you do if you recognise one or more of these warning signs?
Don't wait.
Immediately strengthen your payment follow-up and document all communication. For larger amounts, or when several warning signs appear at the same time, switch more quickly to a formal notice of default.
Consider temporarily suspending further deliveries until there is clarity about the customer's payment situation.
The more warning signs you recognise, the faster you should act. The older an invoice becomes, the harder it is to recover.
Conclusion: early recognition is your best protection
You cannot eliminate every risk. But you can recognise problems early enough to limit the damage.
Stay on top of your payment follow-up, respond to recurring patterns, and draw clear conclusions when multiple warning signs appear together.
Do you have a customer who has been delaying payment for too long, and are you no longer sure what you can do yourself?
With Unpaid, you can submit your case online, and a bailiff will visit your customer within five working days.
No court. No lawyer. A fixed-cost guarantee.