Late payment is usually forgetfulness
Most customers who pay late are not trying to cheat you. The invoice got buried, they were unsure how to pay, or no one reminded them.
That is good news. It means a few habits can fix most of the problem without any hard conversations.
Five invoice habits that help
- Send it the same day. The work is fresh, and the customer is still happy with you. Every week you wait is a week added to your wait.
- Put the basics on top. Invoice number, amount owing, due date and how to pay. Do not make them hunt.
- Make paying easy. Interac e-Transfer, a card payment link or a cheque address. The fewer steps, the faster it happens.
- Agree on terms before the work. Say the due date and any deposit on the quote, not for the first time on the invoice.
- Send it to the right person. For business customers, ask who handles accounts payable and send it there too.
A calm reminder plan
Pick a schedule and use it every time. When it is a routine, it does not feel personal to you or to them.
- 3 days before it is due: a friendly heads-up.
- The day after: a short note asking if they got the invoice.
- One week after: a clear, polite reminder with the amount and how to pay.
- Two weeks after: a phone call, from you, in person if you can.
Sample reminder, just after the due date
Hi [Name], a quick note that invoice #[number] for $[amount] was due on [date]. Here is the payment link: [link]. If you already sent it, thank you, and please ignore this. If something is wrong with the invoice, reply and I will fix it right away.
Notice what it does. It names the invoice, gives the amount and the way to pay, and invites questions. It does not accuse anyone.
Know your customers' calendars
Some larger customers pay only on set cycles, such as once or twice a month. In Alberta, that is common in areas like construction and oilfield work.
Ask early when their cut-off is. If you miss it, you may wait a whole extra cycle. This is general advice, so check what applies to your own customers.
Late fees and collections
If you want to charge a late fee, say so on the quote and the invoice before the work starts. A surprise fee causes more arguments than it solves.
Rules about late fees, collections and other legal steps depend on your situation. This guide does not cover them. Ask your accountant or a lawyer before you do anything beyond a friendly reminder.
Where automation helps
The reminders are easy to write. They are hard to send on time when you are on a job.
Our Get-Paid system sends the reminders on your schedule and stops when the invoice is paid. You stay in charge of any tough calls. If you also lose money on quotes that go quiet, see our Quote Chaser.
Not sure how much slow payment costs you? Try the calculator, or book a 15-minute call and bring your last few invoices.
Common questions
When should I send an invoice?
As soon as the work is done, ideally the same day. For long jobs, agree on progress invoices or a deposit up front so you are not waiting until the end.
How do I remind a customer without being rude?
Keep it short, name the invoice and the amount, share the way to pay, and invite questions. A routine schedule that you use for everyone also helps it feel fair, not personal.
Can I charge a late fee?
That depends on what you agreed with the customer and on your situation. If you plan to, say so in writing before the work starts, and check with your accountant or a lawyer.