When you work for yourself, getting paid is a process you run, not something that happens automatically every other Friday. Most clients pay, and most late payments come from disorganisation rather than bad intent. A clear invoice, sent promptly, with terms agreed in advance and a calm follow-up routine, solves most problems before they start. This section covers each part of that process.
Agree terms before you start
Payment problems are easiest to prevent at the beginning. Before any work starts, agree in writing:
- the price or rate
- whether a deposit is due before work begins
- when invoices will be sent: on completion, at milestones or on a schedule
- how many days the client has to pay
- accepted payment methods
- what happens if payment is late
Clients who see clear terms at the outset rarely argue with them later.
Invoices that get paid
An invoice is easier to pay when it is easy to understand and process. It should identify you and the client, carry a unique number and date, describe the work clearly, show the amount and due date, and explain how to pay. Many larger clients also need a purchase order number or a specific contact on the invoice, so ask before sending the first one. The guides in this section show exactly what to include and how to number invoices.
Send promptly
The clock on payment starts when the invoice arrives. Sending invoices on the day work is delivered, or on a fixed schedule for ongoing work, shortens the time to payment. Letting invoices pile up for a month delays your own income.
Deposits and milestones
For larger or longer projects, waiting until the end to be paid puts all the risk on you. A deposit before starting and payments at agreed milestones spread that risk. They also show that the client is committed. Many service businesses ask for a deposit from new clients as a matter of routine.
Payment methods
Offering convenient payment methods helps clients pay quickly. Bank transfers, card payments and online payment services all have different costs, speeds and protections. Card and online payment fees reduce what you receive, so factor them into prices or choose methods deliberately. Keep business payments going into the business account, never a personal one.
Following up without awkwardness
A follow-up routine removes emotion from chasing payment. A friendly reminder shortly before the due date, a polite note when it passes, a firmer message after a week or two, and a phone call if needed handles most cases. Keep messages factual: invoice number, amount, original due date, and how to pay. The working-alone guide on late payments covers what to do when a reminder is not enough.
Records that serve tax time too
Every invoice you issue is also a business record. A numbered sequence of invoices, matched to payments received, is the backbone of your income records. Keep copies in an organised folder and mark each one paid with the date. That habit makes bookkeeping and tax returns much simpler.
Tools for invoicing
You can invoice with a document template, accounting software or an online invoicing service. Choose based on volume and what else you need:
- A template suits a handful of invoices a month.
- Accounting software links invoices to your books and can send reminders.
- Payment links on invoices make paying easy for clients, though card and online payments usually carry fees for you.
Whatever you use, number invoices in sequence, keep copies, and make the due date and payment details impossible to miss.
When a client cannot pay
Sometimes a client is willing but unable to pay in full on time. A written payment plan with specific dates can recover more than a dispute. Pause further work until the account is current if your agreement allows it. If payment stops entirely, the late payment guide covers escalation options, from formal demand letters to small claims court.
The guides in this section
The guides cover how to write an invoice, setting payment terms, choosing payment methods, deposits, recurring billing for retainers, and handling late or disputed payments. Start with the invoice guide if you are setting up from scratch, and with the late-payment material if money is already overdue.
Guides in this section
- How to invoice clients: what goes on the page and when to send it
The fields every invoice needs, numbering that never repeats, payment terms, when to send, and how to file each invoice so it doubles as a tax record.
- Invoice payment terms: choosing, wording and enforcing them
How to set invoice payment terms: due dates, deposits, milestones, payment methods, late payment wording and a follow-up routine that works.
- Net 30 explained for freelancers and small businesses
What net 30 means on an invoice, how the due date is counted, variations like 2/10 net 30 and end of month, when to accept it and how it affects your cash flow.