Plenty of busy trade businesses run into cashflow trouble not because the work dried up, but because the money came in too slowly. Chasing payment feels awkward, so it gets put off — and the longer an invoice sits, the harder it is to collect. A calm, consistent system fixes both problems.
Prevent the problem before it starts
The easiest overdue invoice to deal with is the one that never happens. Before the job even starts:
- Take a deposit up front on larger jobs.
- Use progress claims so you’re not carrying the whole cost to the end.
- Put clear payment terms on every quote and invoice.
- Invoice the moment the work is finished — same day, not end of month.
- Offer card or online payment so paying is effortless.
A simple follow-up sequence
Most late payers aren’t refusing to pay — they’ve just forgotten, or your invoice is buried. A predictable sequence does the chasing for you:
- A friendly reminder a couple of days before the due date.
- A polite “just a reminder this is now due” the day after it’s due.
- A quick phone call at around 7 days overdue — calls get paid faster than emails.
- A firmer written reminder at ~14 days, restating the amount and the terms they agreed to.
- A final notice that clearly states the next step if it isn’t paid.
Keep it professional, not personal
Stay matter-of-fact and friendly the whole way through. You’re not asking for a favour — you’re collecting money for work you’ve already done. Reference the agreed terms, keep a written record of every contact, and never let frustration creep into the wording. Professional persistence collects more than anger ever will.
When to escalate
If reminders don’t work, you still have options:
- Offer a short payment plan — some money flowing beats a standoff.
- Contact your state’s fair trading / consumer affairs body about dispute options.
- Use a debt collection service for stubborn larger debts.
- For unpaid amounts, your state tribunal or small claims process may be an option.
Make paying effortless
Every bit of friction is an excuse to delay. If a client can tap a link and pay by card the second they read the invoice, you remove the “I’ll do it later” gap that turns into 60 days overdue. Online payment is one of the simplest ways to get paid faster.