The short answer: Document everything, escalate methodically (internal → amicable → agency → legal), and recognize that cross-border recovery takes longer—but it's often worthwhile for B2B debts over €5,000. The key differentiator in international collections is having local presence in the debtor's jurisdiction; without it, your leverage drops significantly.
Last updated: January 2026 · Reading time: 15 minutes · Not legal advice
Before you do anything else, verify these fundamentals:
Verify the invoice is correct, goods/services were delivered, and no disputes exist. Check your CRM for any notes about payment issues or relationship concerns. Confirm the debtor's current contact information and legal entity details.
Send a polite email reminder referencing the invoice number, amount, and due date. Call your contact directly if you have a relationship. This often resolves 30-40% of overdue invoices—many are simple oversights or processing delays.
Send a formal payment demand letter (email + tracked mail) stating the amount, reference to contract terms, and a specific payment deadline (typically 7-14 days). Mention potential consequences but avoid threats you won't follow through on.
Transfer the case to a specialized international B2B debt recovery agency with presence in the debtor's country. They'll send a formal agency demand and begin amicable recovery procedures.
The agency conducts professional negotiations—phone calls, emails, local visits if needed. They'll assess the debtor's situation, explore payment plans, and document everything. This phase typically recovers 50-60% of viable B2B claims.
If the debtor has cash flow issues but is willing to pay, structure a realistic payment plan. Get it in writing with clear consequences for default. Consider accepting a reasonable settlement (80-90%) to close quickly vs. prolonged pursuit.
Issue a formal "final notice before legal action" giving 7-14 days to pay or respond. This often prompts action from debtors who've been stalling. The agency prepares the legal case file during this period.
Before committing to legal costs, assess the debtor's ability to pay. Check for insolvency filings, liens, other judgments, and business activity. No point in suing a company that can't pay—adjust strategy accordingly.
Engage local counsel through your agency's network for legal escalation. File for a payment order, injunction, or court judgment depending on jurisdiction. Costs vary significantly by country—get a clear estimate upfront.
Once you have a judgment, enforce it through asset seizure, bank account freezing, or garnishment. Cross-border enforcement may require additional steps (EU has streamlined procedures; others vary). A judgment is only valuable if the debtor has seizable assets.
Your recovery strategy depends on why the debtor isn't paying. Each scenario requires a different approach:
"The goods were damaged" / "Service wasn't as agreed" / "We never received the order"
Signs: Debtor responds quickly with specific complaints
Action: Investigate claim validity. If legitimate, negotiate resolution. If not, document your evidence and proceed.
Timeline impact: +30-60 days for dispute resolution
"We're waiting on our own receivables" / "Business is slow right now"
Signs: Debtor communicates, makes partial payments, asks for time
Action: Structured payment plan with milestones. Monitor closely. Consider security if available.
Timeline impact: +60-180 days for installment completion
"Sue us if you want" / Making excuses while paying other creditors
Signs: Evasive, contradictory statements, ignoring deadlines
Action: Skip negotiations, move directly to legal if debtor is solvent. Time is not on your side.
Timeline impact: Fast-track to legal (90-180 days total)
No response to calls, emails, or letters for 30+ days
Signs: Phone disconnected, emails bounce, office closed
Action: Skip tracing, verify business status, check for insolvency. Agency with local presence essential.
Timeline impact: +30 days investigation, then reassess viability
Take our quick diagnostic quiz to determine if your debtor has a legitimate dispute or is simply stalling.
Take the Dispute vs Delay QuizGather these documents before engaging a collection agency or attorney. Missing documentation is the #1 cause of delays.
Average total timeline: 60-180 days for amicable resolution, 180-540 days if legal action required. Cross-border cases typically take 30-50% longer than domestic collections.
Our diagnostic helps you determine if it's the right time to engage a collection agency based on your specific situation.
Take the Timing AssessmentNot all agencies can handle cross-border B2B recovery effectively. Use this checklist to evaluate potential partners:
Answer a few questions to see if your documentation and case details are agency-ready, or if you need to prepare more first.
Check Your Agency ReadinessExplore our country guides or test your knowledge with our local business quizzes:
Get a free case assessment from our international recovery team. No upfront fees, no obligation.