Before the work starts
- Agree payment terms in writing. Put due dates, deposit amounts and late-payment consequences in the quote or contract. See payment terms explained.
- Take a deposit. Even 20–50% up front filters out unserious customers and funds your costs. See deposits and milestone billing.
- Ask who approves invoices and how they want to receive them. Some large customers use a portal or a shared mailbox; getting this right saves weeks.
- Get the purchase order number before you start if the customer uses them.
When you send the invoice
- Invoice on completion, or on the milestone date. Waiting until month-end adds up to 30 days of delay for no reason.
- Use a specific due date, not just terms. “Due 12 November 2026” cannot be misread. A due date calculator handles weekends and end-of-month terms.
- Describe the work clearly so that the person approving can match it to a job without a phone call.
- Offer easy ways to pay. Bank transfer details, a card payment link, or both. Each extra step costs days.
After the invoice is sent
- Confirm receipt two or three days later with a friendly message: “Just checking this reached the right person.”
- Remind before the due date. A short note a few days before is polite and effective.
- Follow up on the due date and weekly after with a clear, calm message. Attach the invoice again.
- Consider an early-payment discount where margins allow. A 2% discount for payment within 10 days is equivalent to a very high annual rate; see the payment terms calculator for the maths.
A reminder schedule you can copy
| When | Message |
|---|---|
| Day 0 | Send the invoice with due date and payment link |
| Day 3 | Check it reached the right person |
| 3 days before due | Friendly reminder |
| Due date | Short note that payment is due today |
| +7 days | Overdue reminder, restate any late fee or interest from your terms |
| +14 days | Phone call plus written follow-up |
| +30 days | Formal notice. See what to do when a client does not pay |
What slows payment down
- Invoices that look unprofessional or lack tax details, which finance teams may reject.
- Sending to a general mailbox that nobody checks.
- Waiting for the customer to ask for an invoice.
- Never mentioning late fees, so there is no cost to paying late.
Start with a clear document from the invoice generator and keep a consistent process.
Frequently asked questions
What are the best payment terms for freelancers?
Net 14 or Net 7 for small projects, with a deposit for larger ones. Net 30 is common with larger companies and can be negotiated.
Should I charge a late fee?
If your agreement says so, yes. It should be stated before the work starts. See late fees and interest.
How soon after finishing should I send the invoice?
Immediately, or on the agreed milestone date. The clock on payment terms starts only when the customer has the invoice.
Is it rude to chase an invoice?
No. Asking about an unpaid invoice is normal business. A polite, factual tone works best.
Do payment links really speed things up?
They remove steps for the payer. Fees apply, so some businesses offer them for small invoices and bank transfer for large ones.
Related topics
- get paid faster
- invoice payment terms
- late paying clients
- invoice reminders
- freelancer cash flow
- early payment discount
- deposit invoices