7 Invoice Tips to Get Paid Faster as a Freelancer or Small Business

The Cash Flow Challenge

For freelancers and small businesses, cash flow is everything. You can be profitable on paper but still struggle to pay bills if clients don't pay promptly. The solution often lies in your invoicing practices.

Here are seven proven strategies to get paid faster.

1. Invoice Immediately (Don't Wait)

The Problem

Many freelancers wait until the end of the month or even later to invoice. This delays payment by weeks or months unnecessarily.

The Solution

Invoice as soon as work is complete—ideally the same day or next business day.

Why It Works

• Fresh in client's mind
• No "pile up" of invoices
• Shorter time to payment
• Better record-keeping

Implementation

• Set calendar reminder to invoice after delivery
• Use templates for quick invoice creation
• Batch similar invoices if you have multiple

2. Make Payment Ridiculously Easy

The Problem

If paying you requires effort, clients will procrastinate. Checks require stamps. Bank transfers require looking up details.

The Solution

Offer multiple easy payment options:

• Credit/debit cards via Stripe, Square, or PayPal
• ACH transfers for lower fees
• PayPal/Venmo for smaller amounts
• Apple Pay/Google Pay for mobile clients

Why It Works

The easier you make it, the faster they pay. One-click payment options dramatically reduce friction.

Pro Tip

Include a "Pay Now" button directly in the invoice or email. The fewer clicks to complete payment, the better.

3. Set Clear Payment Terms (And State Them)

The Problem

Vague terms like "due upon receipt" or no terms at all leave payment timing to the client's interpretation.

The Solution

Specify exact terms:

• "Net 15" (due in 15 days)
• "Net 30" (due in 30 days)
• Due date: [specific date]

Industry Standards

| Industry | Typical Terms | |----------|--------------| | Freelance | Net 14-30 | | B2B Services | Net 30 | | Retail | Due on receipt | | Enterprise | Net 30-60 |

Why It Works

Explicit expectations reduce ambiguity. Clients plan payments around due dates.

Best Practice

Include payment terms in:

• Contract/agreement
• Invoice (prominently)
• Initial project discussion

4. Offer Early Payment Incentives

The Problem

Even with terms, many clients pay at the last minute or late.

The Solution

Offer a small discount for early payment:

• "2% discount if paid within 10 days" (2/10 Net 30)
• "5% discount for payment within 5 days"

Why It Works

The discount often costs less than the value of faster cash flow. Plus, it reframes payment as an opportunity rather than an obligation.

The Math

Invoice: $5,000 2% early payment discount: $100 cost If this gets you paid 20 days earlier, you're essentially paying 3.6% APR for faster access—much cheaper than credit cards or loans.

5. Follow Up Professionally and Promptly

The Problem

Late invoices often aren't intentional—they're forgotten, lost in email, or stuck in approval processes.

The Solution

Create a systematic follow-up process:

Day 1: Send invoice with payment link Day 7: Friendly reminder ("Just making sure you received this") Day of due date: Payment reminder ("Invoice due today") Day after due date: Firm but polite follow-up Day 14 overdue: Phone call or more formal communication

Why It Works

Squeaky wheel gets the grease. Professional persistence keeps you top of mind.

Templates

Friendly reminder: "Hi [Name], I wanted to make sure Invoice #123 for [project] arrived safely. The balance of [amount] is due on [date]. Let me know if you have any questions!"

Overdue notice: "Hi [Name], Invoice #123 for [amount] was due on [date] and remains unpaid. Please process payment at your earliest convenience. If there's an issue, let's discuss."

6. Bill for Milestones, Not Just Final Delivery

The Problem

Waiting until project completion to invoice means long waits on lengthy projects and more risk if the client relationship sours.

The Solution

Structure billing around milestones:

Example for $10,000 project:

• 30% upon signing ($3,000)
• 30% at midpoint milestone ($3,000)
• 40% upon completion ($4,000)

Why It Works

• Improves your cash flow
• Reduces risk of non-payment
• Client has less sticker shock
• Creates natural check-in points

When to Use

• Projects longer than 2 weeks
• Projects over $2,000-3,000
• New client relationships
• High-risk industries

7. Make Invoices Professional and Clear

The Problem

Unprofessional or confusing invoices raise questions, cause delays, and reduce trust.

The Solution

Every invoice should include:

Essential elements:

• Your business name and contact info
• Client's name and billing address
• Unique invoice number
• Invoice date
• Due date
• Itemized services/products
• Quantities and rates
• Subtotal, taxes, total due
• Payment methods accepted
• Payment terms

Professional touches:

• Your logo
• Consistent formatting
• Clear typography
• Professional language

Why It Works

Professional invoices:

• Build credibility
• Reduce confusion
• Make approval easier
• Fewer questions = faster payment

Bonus: Preventing Late Payments Upfront

Vet Clients Before Starting

• Check references
• Start with smaller projects
• Research company reputation

Get Deposits

• Require 25-50% upfront for new clients
• Refundable if project doesn't proceed

Written Agreements

• Clear scope and deliverables
• Payment terms spelled out
• Late payment penalties (optional)

Credit Card on File

• For retainer clients
• Auto-charge on invoice due date
• Requires agreement but ensures payment

What to Do About Chronic Late Payers

Step 1: Assess the Pattern

• First offense? Be understanding
• Repeated pattern? Address it

Step 2: Adjust Terms

• Require deposits or upfront payment
• Shorten payment terms
• Remove discount offers

Step 3: Communicate Directly

Have a conversation: "I've noticed the last few invoices have been paid late. This affects my ability to manage cash flow. Can we discuss a solution?"

Step 4: Consider Firing the Client

Some clients aren't worth the hassle. Calculate:

• Time spent chasing payments
• Stress and frustration
• Opportunity cost
• Is this relationship profitable?

Tools for Better Invoicing

Invoice generators (like ours):

• Quick creation
• Professional templates
• Easy to customize

Accounting software:

• QuickBooks, FreshBooks, Wave
• Automatic reminders
• Payment tracking
• Financial reporting

Payment processors:

• Stripe, Square, PayPal
• Easy client payment
• Automatic deposits

Conclusion

Getting paid isn't just about doing good work—it's about professional business practices that encourage prompt payment. The seven tips:

1. Invoice immediately
2. Make payment easy
3. Set clear terms
4. Offer early payment incentives
5. Follow up systematically
6. Bill by milestones
7. Create professional invoices

Implement these practices and watch your payment cycle shrink. Your cash flow—and stress levels—will thank you.

Use our invoice generator to create professional invoices in minutes, complete with payment links and clear terms.