Your overseas client hasn't paid. The invoice is 60 days overdue. You've sent polite reminders that disappeared into the void. Time zones make calls impossible. You're not even sure which country's laws apply.
This playbook gives you a structured, compliant method to recover international B2B debts in 30–90 days—without damaging the relationship or violating local regulations. Note: Actual timelines vary by jurisdiction, debtor behavior, and complexity of the case.
We call this method The Cross-Border Collections Ladder™—a six-step escalation framework designed for international commercial debt recovery.
Why overseas invoices go unpaid (and why reminders fail)
Jurisdiction mismatch
The debtor assumes you can't enforce collection in their country
Payment process friction
International wire fees, currency conversion, banking delays
Disputed delivery or quality
Genuine or fabricated claims about what was delivered
FX exposure
Currency fluctuations making the original amount painful to pay
Local culture and customs
Different expectations about payment timelines (Net-30 in USA vs. Net-90+ in some MENA countries)
Shell entities or restructuring
Debtor moving assets or using holding company structures
Internal bureaucracy
Your invoice lost in their AP queue, waiting for approvals
Intentional delay tactics
Debtor knows you're far away and unlikely to pursue aggressively
"The debtor is 'reviewing the invoice'… since last quarter."
— Every AR team, ever
Speed multiplier:
Cases with partial payment history + clean documentation resolve 3× faster on average.
The Cross-Border Collections Ladder™ (the step-by-step method)
Before any collection activity, verify your documentation is bulletproof: Why it matters: Debtors in dispute mode will challenge every detail. Incomplete documentation is the #1 reason international collections fail.
- ✅ Original purchase order or signed contract
- ✅ Proof of delivery (shipping documents, delivery receipt, digital confirmation)
- ✅ Acceptance evidence (email acknowledgment, signed delivery note, usage logs)
- ✅ Complete invoice with correct entity name, amount, currency, and payment terms
- ✅ All correspondence regarding the transaction
30–90 day timeline: what happens each week
| Week | Phase | Actions | Decision Point |
|---|---|---|---|
| 1 | Preparation | Complete invoice integrity check, verify debtor entity | Documentation complete? |
| 2 | Outreach | Email to AP contact, follow-up to business contact | Response received? |
| 3 | Outreach | Phone call attempt, escalate to CFO/finance | Payment promise or dispute? |
| 4 | Formal | Send formal demand pack via registered delivery | Wait for proof of delivery |
| 5 | Formal | Monitor for response, document silence | Response or continued silence? |
| 6 | Settlement | Offer payment plan or settlement options | Agreement reached? |
| 7 | Settlement | Finalize settlement terms if engaged | Written agreement signed? |
| 8 | Escalation | Engage collection agency or attorney | Agency accepts case? |
| 9-10 | Escalation | Agency conducts outreach in debtor's jurisdiction | Debtor responds to agency? |
| 11-12 | Resolution | Payment received, payment plan initiated, or legal recommendation | Case resolved or proceed to legal? |
Templates and checklists (copy/paste)
Subject: Invoice [NUMBER] – Payment Reminder Dear [Contact Name],
When to involve professional debt collectors
Hit 3+ of these? It's time to bring in the pros.
Debt exceeds your collection capacity
Typically debts over $10,000 warrant professional involvement
Repeated payment promises broken
Debtor has agreed to pay multiple times without following through
Debtor stops responding entirely
Complete silence after your outreach sequence
Dispute patterns emerge
New objections appearing each time you push for payment
Cross-border complexity
You lack knowledge of debtor's local legal environment
Time zone and language barriers
Effective communication requires local presence
Hints of asset movement
Debtor restructuring, selling assets, or changing entities
Before you hire, do 3 things:
FAQ
Marcus Chen
Senior Collections Strategist
Marcus brings 15 years of international debt recovery experience, specializing in cross-border B2B collections across Europe and Asia-Pacific.
