Payment reminders and dunning for freelancers in Germany

Last reviewed: October 2026

Zahlungserinnerung vs Mahnung

A Zahlungserinnerung (payment reminder) is usually friendly and points to the overdue invoice — enough when a message was missed. A Mahnung (formal demand) requires payment firmly and typically puts the debtor in default — relevant for default interest and further steps. German law does not require three reminders; clarity and documentation matter more.

Recommended flow

1. Confirm due date and bank timing (invoice correct? payment in transit?).
2. Send a short reminder with invoice number, amount, due date, and attachment/link.
3. No reply: send a Mahnung with a new deadline (e.g. 7–14 days) and next-step note.
4. Keep copies (email/PDF) for disputes or collection.

Effitrio tracks open and overdue invoices and can suggest reminder workflows — you approve before anything is sent.

What to include

• Your and the client’s details
• Invoice number and date
• Outstanding amount (gross) and original due date
• Clear new payment deadline on the Mahnung
• Bank / payment details
• Optional: default interest / fees — only if legally and contractually sound

Start from a correct invoice — see invoice requirements. For e-invoices, archive the structured file too.

If nobody pays

After an unsuccessful Mahnung: follow up by phone, document everything, then consider collection or a court payment order (Mahnbescheid). Whether that is worth it depends on amount and cost — often with legal or collection help.

Tip: set clear payment terms on the quote and invoice up front. That shortens disputes later.