How to find out why the payment is actually late
Before you assume the payment is lost, you need to know where it actually is. A wire transfer from overseas can take 3 to 5 business days under normal conditions, but "business days" excludes weekends and holidays in both the sending and receiving countries. If your client sent money on a Friday afternoon, it may not arrive until the following Wednesday or Thursday.
Contact your client directly and ask for the exact date and time they initiated the transfer, the amount sent, and the method they used (wire transfer, ACH, PayPal, Wise, or another service). Ask them to provide the confirmation number or transaction ID from their bank or payment service. This is the only way to know whether the money left their account.
Then log into your own bank account and check the transaction history and pending transfers section. Some banks show incoming wires in a "pending" status before they clear. If you see nothing, call your bank's international payment department and give them the transaction ID your client provided. They can tell you whether the transfer arrived at your bank and is being held, or whether it never reached your bank at all.
Key Takeaways
- International transfers take 3 to 5 business days minimum, and weekends or holidays in either country add extra time.
- Get your client's transaction ID and confirmation number before you contact your bank, because your bank will need it to trace the payment.
- Your bank can tell you whether the money arrived and is pending, or whether it never reached your account at all.
- If the transfer was sent to the wrong account number or routing code, the money may be returned to your client's bank within 5 to 10 business days.
- Currency conversion delays and intermediary bank holds can add 1 to 3 extra days to the timeline.
When the money arrived but your bank is holding it
International transfers sometimes land in a holding status while your bank runs compliance checks. This is especially common if the amount is large, the sending country is unfamiliar to your bank, or your account is new. The hold can last 24 hours to 5 business days.
Call your bank and ask whether the transfer is on hold and why. If it is a compliance review, ask how long the hold typically lasts and what information your bank needs from you to release it faster. Some banks will release the funds immediately if you confirm the transfer is legitimate and you know the client. Others require written documentation from the sending bank or proof of the business relationship.
If your bank cannot release the hold, ask whether you can contact the sending bank directly to speed up the process. The sending bank may be able to provide documentation that satisfies your bank's compliance team.
When the transfer was sent to the wrong account
If your client sent the money to an incorrect account number, routing code, or SWIFT code, the transfer may have gone to someone else's account or been rejected entirely. Ask your client to check the payment confirmation against the account details you provided. A single digit wrong in a routing number or account number can send the money to the wrong place.
If the details were wrong, the money will typically be returned to your client's bank within 5 to 10 business days. Your client should contact their bank and ask them to initiate a reversal or recall of the transfer. Some banks can reverse a transfer within 24 hours if they act quickly; others cannot reverse it at all and must wait for the receiving bank to return it.
Once your client knows the money is being returned, ask them to send it again with the correct account details. Provide your full account number, routing number, SWIFT code (if applicable), and your name exactly as it appears on your account. Ask your client to read it back to you before they send it.
When currency conversion is causing the delay
If your client is sending money from a country with a less common currency, the transfer may pass through one or more intermediary banks to convert the currency. Each intermediary bank adds 1 to 3 business days to the timeline and may charge a fee that comes out of the amount you receive.
Ask your client which currency they are sending from and which bank they are using. Then ask your bank whether the transfer will pass through intermediary banks and how many. Your bank can often tell you the expected arrival date and the approximate fee.
If the delay is unacceptable, ask your client to use a currency conversion service like Wise, OFX, or Remitly instead of their bank. These services often move money faster than traditional banks and charge lower fees, though they may not work for all countries or all account types.
When your client says they sent the money but you have no proof
If your client claims they sent payment but cannot produce a transaction ID, confirmation number, or bank statement showing the transfer, the money was likely never sent. Ask your client to log into their bank account or payment service and show you the transaction history. A legitimate transfer always leaves a record.
If your client cannot produce proof, send them a written message (email or message through your payment platform) asking them to send the payment by a specific date and to provide the transaction ID once it is sent. This creates a record of the request and protects you if you need to pursue the debt later.
If your client continues to claim they sent money without proof, treat this as a non-payment. Stop work, do not send additional deliverables, and follow your contract's payment dispute process. If you have a written contract, it should specify what happens when payment is late and what steps you can take.
How to prevent delays with future international clients
Before you start work, ask your client which payment method they prefer and confirm that method works for transfers to your country. Some clients are in countries where wire transfers are slow or expensive, and they may prefer PayPal, Wise, or another service that is faster.
Require a 50% deposit before you begin work and the remaining 50% before you deliver the final product. This reduces the risk that you complete all the work and then the payment never arrives. Include the payment due date and the payment method in your contract, and specify what happens if payment is late (for example, you stop work after 5 business days).
Provide your client with your complete banking details in writing: your full name, account number, routing number, SWIFT code, and bank name and address. Ask them to confirm they have the correct details before they send the transfer. A small mistake in any of these details can send the money to the wrong place.
What to do if the money is lost or the client refuses to pay
If 10 business days have passed, you have confirmed the money was not sent, and your client is not responding, you have a non-payment situation. Your options depend on the amount, your contract, and whether you are willing to pursue the debt internationally.
If you have a written contract, review the payment terms and dispute resolution clause. Some contracts specify that disputes go to arbitration or small claims court in a particular location. If your contract does not specify, you can attempt to recover the debt through your own country's small claims court, though enforcing a judgment against someone in another country is difficult and expensive.
For smaller amounts, it may not be worth pursuing. For larger amounts, you can hire a collections agency that specializes in international debt, though they typically take 25% to 50% of what they recover. Document everything: your contract, all messages with the client, the payment terms, and the dates you worked. This documentation is what a collections agency or court will need.
Frequently Asked Questions
How long should I wait before I contact my client about a late payment?
Wait at least 5 business days from the date your client says they sent the transfer. If the transfer was sent on a Friday, do not expect it until the following Wednesday at the earliest. After 5 business days, contact your client and ask for the transaction ID so you can trace it with your bank.
Can my bank reverse an incoming wire transfer if I think it is fraudulent?
No. Once a wire transfer arrives in your account, your bank cannot reverse it without your permission. If you believe a transfer is fraudulent, you can report it to your bank and they will investigate, but they cannot pull the money back without your authorization. This is why you should verify the client and the amount before accepting the transfer.
What if my client's bank says the transfer was sent but my bank says it never arrived?
This usually means the transfer was sent to the wrong account number or routing code. Ask your client's bank to initiate a trace or reversal. The money should be returned to your client's bank within 5 to 10 business days. Once it is returned, ask your client to send it again with the correct details.
Should I keep working while I wait for payment?
No. Stop work once payment is 5 business days late. Do not send additional deliverables or complete additional tasks until the payment arrives. This protects you from completing all the work and then having the client disappear or refuse to pay the remaining balance.
Is there a faster way to receive international payments?
Yes. Services like Wise, PayPal, and Remitly are often faster than bank wire transfers and charge lower fees. Ask your client whether they can use one of these services instead. Wise is particularly fast for transfers between developed countries and typically takes 1 to 2 business days.