Getting paid on time

Agree on payment before you start

The easiest payment problems to solve are the ones that never happen. Before starting any significant job, agree in writing on the price, what is included, when you will invoice, and how long the client has to pay. An email that the client replies "agreed" to is far better than nothing.

For larger or longer projects, ask for a deposit. Many freelancers ask for 30% to 50% up front, or bill in stages such as at the start, at a midpoint and on delivery. Deposits reduce your risk and show that the client is committed.

Make paying you easy

Every extra step between your client and paying you adds delay. Remove as many as you can.

• Put full payment details on every invoice: account name, bank, account number or IBAN, and SWIFT/BIC for international payments.
• Offer the payment methods your clients prefer, such as bank transfer, card payments or a payment link from a provider you trust.
• Include the invoice number as the payment reference, so you can match payments easily.
• Send the invoice to the right person. In larger companies this is often an accounts or finance team, not your day-to-day contact.

Choose sensible payment terms

Shorter terms usually mean faster payment. Net 14 is common for freelancers and small jobs, while larger companies may insist on Net 30 or longer. Whatever you choose, be consistent and write a real due date on the invoice.

You can encourage early payment with a small discount, such as 2% if paid within 10 days. You can also state a late payment fee in your terms. Many countries regulate late fees and statutory interest, so check what applies where you and your client are based before you charge them.

A polite reminder schedule

Reminders work best when they are friendly, regular and expected. Here is a schedule many small businesses use:

1. Three days before the due date: a short, friendly note that the invoice is due soon.
2. On the due date: a reminder with the invoice attached again and the payment details in the email.
3. Seven days late: a firmer message asking for a payment date.
4. Fourteen days late: a phone call or message to the person who approves payments.
5. Thirty days late: a formal letter stating the amount, any late fees, and the next steps you will take.

A first reminder might be as simple as this:

When a client won't pay

Stay calm and professional. Most overdue invoices come down to cash-flow problems or internal approval delays, not bad intent. Ask directly when you can expect payment, and offer an instalment plan if it helps the client pay you in full.

If that fails, you have more formal options. These include a final demand letter, pausing further work, a collection agency, or a small-claims court. The process and limits differ by country, so look up the official guidance for yours. Keep copies of your agreement, invoices and every reminder, since they will be your evidence.

Keep track of who has paid

Mark invoices as paid as soon as money arrives. A simple list of invoice number, client, amount, due date and paid date is enough to see at a glance who owes you what. Our My invoices page keeps a list of everything you download, and you can export it to a spreadsheet.