Hub · Getting paid
Getting paid: terms, deposits and follow-up
Most late payments are admin, not refusal. Set the terms, split the payment, invoice clearly and follow up on a schedule.
Set the terms before the work
The best collection strategy is a clear due date and a client who agreed to it. Put the terms in the quote or contract and repeat the due date on the invoice. The payment terms guide explains Net 15/30/60 and late fees.
Split the payment
Deposits, retainers and milestones solve different problems. A deposit is part of the price; a retainer buys ongoing capacity; a milestone is tied to a deliverable. Show the full price, the amount paid and the balance — do not reduce the line items to the remaining amount. See deposits and retainers and partial payments.
Invoice clearly
A clean invoice with a due date and a payment method is easier to pay. Use the invoice guide, the blank invoice or the online generator.
Remind on a schedule
Three days before, the day after, then day 14–30. The three reminder emails are short, specific and ready to copy.
Late fees
A late fee only works if it was agreed before the due date and is allowed by state law. The late fee clause guide has wording and rate examples.
If the client still will not pay
Send a statement of account, then a written demand with a deadline. If that fails, consider mediation, small claims, collections or an attorney. The collections guide walks through each step.
Guides in this hub
Payment terms and late payment
Net 30, due dates and a reminder sequence that works.
Deposits and retainers
Show the deposit, deduct it and avoid double-billing.
Deposit vs retainer vs milestone
Three ways to split a payment, and how to invoice each.
Partial payments and installments
Deposit, installment and balance invoices without double-billing.
Late payment reminder emails
Three emails, a phone call and when to escalate.
How to write a late fee clause
Rate, start date, wording and state-law caveats.
When a client will not pay
Written demand, payment plan, small claims and collections.
Statement of account guide
List every open invoice and ask for the balance in one page.
Templates and tools
Blank invoice (PDF)
Print-ready one-page form.
Statement of account
Every open invoice and the balance.
Blank timesheet (PDF)
Hours, rate and client sign-off.
Get the invoice template All guides
FAQ
What payment terms should I use?
Net 30 is common for business clients; due on receipt or Net 7 for small clients. Put the actual due date on the invoice, not just the term.
Should I ask for a deposit?
A deposit reduces your risk and confirms the client is serious. It is common on project work, often 25–50%. Show it as an amount paid on the final invoice.
When should I send a reminder?
Send a friendly nudge three days before the due date, a specific reminder the day after, and a firmer one at 14–30 days.
What if the client still will not pay?
Work through the cheaper options: written demand, a payment plan, mediation, small claims, then collections. Keep the contract, invoice and delivery evidence together.