What’s the best way to invoice clients and get paid faster?

Alright, let’s break this down like we’re having a friendly chat—no jargon, just plain talk. I’ve been an accountant for years, and I’ve seen what works for small businesses when it comes to invoicing clients and getting cash in the door faster. If you’re a small business owner with no accounting background, this is for you. Here’s the best way to handle invoicing, step by step, with some practical tips to speed things up.

1. Make Your Invoices Crystal Clear

The first rule of invoicing: don’t confuse your client. If they can’t figure out what they’re paying for or how much they owe, they’ll sit on it—or worse, argue about it later. Keep it simple and include:

- Your business name and contact info** (so they know who’s billing them).

- Their name and contact info** (make sure it’s the right person or company).

- Invoice number** (just a simple number to track it—start at 1 and go up).

- Date** (when you sent it).

- What they’re paying for** (list the service or product—e.g., “Website design, 10 hours” or “50 widgets”).

- Amount due** (break it down if there’s multiple items, then show the total).

- Payment terms** (like “Due in 30 days” or “Due by March 25, 2025”).

**Pro tip**: Let us help you get this set up in QuickBooks. Schedule a consultation for free now!

2. Set Clear Payment Terms Upfront

Before you even send an invoice, agree with your client on when and how they’ll pay. This isn’t just about looking organized—it’s about setting expectations. Common terms are “Net 30” (due in 30 days) or “Due on receipt” (pay as soon as they get it). If you don’t say anything, some clients will assume they’ve got forever. Put this in writing—on the invoice and in any contract or email agreement.

**Speed-up trick**: Offer a small discount for paying early, like 2% off if they pay within 10 days. It’s amazing how fast people move for a deal.

3. Send Invoices Right Away

Don’t wait a month to bill for work you did today. The longer you delay, the less urgent it feels to your client—and the more likely they forget what they owe you for. Finish the job, send the invoice. Same day if possible. Email it, use an app, whatever works—just get it in their hands.

4. Make Paying You Stupidly Easy

The harder it is to pay you, the longer it takes. Give them options:

- Bank transfer (share your account details—safely, of course).

- Credit card (use something like Stripe or PayPal; they take a small fee, but you’ll get paid faster).

- Check (if they’re old-school, give a mailing address).

List all these options right on the invoice. If they can pay with a click or two, they’re more likely to do it on the spot.

5. Follow Up Politely (But Firmly)

People get busy, forget, or “forget.” Don’t let it slide. Here’s a simple follow-up plan:

- Day 1: Send the invoice with a friendly note—“Thanks for your business! Here’s the invoice, let me know if you have questions.”

- Day 7 (if unpaid): A gentle nudge—“Just checking in, I sent an invoice last week. Let me know if it got lost!”

- Day 15 (still unpaid): Firmer tone—“The invoice from [date] is still outstanding. It’s due [due date]. Can you confirm when payment’s coming?”

If they’re way overdue (like 30+ days past due), call them. Emails are easy to ignore; a voice isn’t. Keep it professional: “Hey, I just want to sort this out—what’s holding things up?”

6. Use Tech to Stay on Top of It

You don’t need to be an accountant to use tools that track who’s paid and who hasn’t. Apps like FreshBooks or Zoho Invoice let you see at a glance what’s overdue and even send automatic reminders. It’s like having a virtual assistant nagging clients for you.

7. Watch Out for Red Flags

Some clients are slow payers by nature. If they dodge your calls or give excuses like “the check’s in the mail” every time, consider asking for a deposit upfront next time (say, 50% before you start work). It’s not rude—it’s smart.

Why This Works

Clients pay faster when they know exactly what they owe, how to pay it, and feel a little pressure to act. A clear invoice sent on time with easy payment options cuts the “I’ll get to it later” nonsense. Following up keeps you top of mind without being a pest.

One Last Thing

If you’re consistent with this—same process every time—you’ll train your clients to pay on time. They’ll know you’re serious about your money, and that’s half the battle.

Got a specific situation—like a client who’s dragging their feet? Tell me about it, and I’ll tailor some advice for you. What do you think—ready to tweak your invoicing game?