Getting paid faster: simple habits that stop the chasing

Doing the work is the easy part. Getting paid for it is where a lot of tradies lose sleep. The good news is that most late payments are not people refusing to pay. They are people who forgot, lost the invoice, or were never told clearly when it was due. A few simple habits fix most of it.

Invoice on the day

The single biggest change you can make. Send the invoice the day you finish, ideally before you leave the job. The customer is standing in the result of your work and is happy with it. A week later, it is just another bill.

Every day you wait to invoice is a day added to when you get paid.

Make the terms clear

Put a due date on every invoice, not just "payment terms 14 days". Write the actual date: "Due 6 November". People pay dates. They do not count days.

Choose terms that suit the job. For household customers, on completion or within 7 days is common and reasonable. For builders and agencies, you may need to fit their payment runs, so agree terms before you start.

Make it dead easy to pay

• Your bank details (account name, BSB and account number) on every invoice
• A reference for them to use, usually the invoice number
• Your phone number in case they have a question

Every extra step between reading the invoice and paying it is a reason to put it off.

Take deposits on bigger jobs

For any job where you are buying materials up front or blocking out several days, ask for a deposit before you start. It covers your costs, it confirms the customer is serious, and it means you are never more than one stage out of pocket.

For longer jobs, set out payment stages in the quote: a deposit to start, a payment at an agreed point, and the balance on completion. When it is written in the quote they accepted, nobody is surprised.

Remind early and politely

A reminder is not rude. Most people are grateful for it. A simple sequence works well:

• The day it is due: a friendly heads up. "Hi Sam, just a reminder the invoice for the back yard is due today. Thanks!"
• A few days after: "Hi Sam, the invoice below is now overdue. Could you let me know when it will be paid?"
• After that: a phone call. By now it is usually something that needs a conversation.

Keep the tone friendly and short. You want to be paid and keep the customer.

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Know who owes you, right now

Lots of tradies only find out an invoice is unpaid when they do their books weeks later. Keep a running list of what is out and how many days overdue it is. If you cannot answer "who owes me money right now?" in ten seconds, that is the first thing to fix.

Keep records

A quote the customer accepted, photos of the finished work and the invoice itself make any dispute short. If someone questions the bill, you can show exactly what they agreed to and what you did.

When it really does not get paid

If a customer will not pay after reminders and a phone call, put a final request in writing with a date. If that does not work, talk to your accountant or a legal service about your options. Most states have small claims processes for smaller debts. It rarely gets to that point if you follow the habits above.

Separate the money from the friendship

Lots of early work comes from friends, family and neighbours, and that is where payment gets awkward. Treat them exactly like any other customer: a proper quote, a proper invoice and the same due date. It protects the relationship, because nobody is left guessing what was agreed. Most people actually prefer it.

The same goes for cash. If someone pays cash, give them an invoice marked paid and record it. It keeps your books right and your records complete.

How Its All Sorted helps

In Its All Sorted you can turn the job into an invoice with one tap when you finish, with your bank details already on it. It keeps track of what is owing, and Kel shows you who has gone quiet and lines up a polite reminder so you do not have to make the awkward call. For bigger jobs you can set a deposit or payment stages right on the quote.