Short answer
Agree the payment terms before you start, ideally in the accepted quote; ask for a deposit on larger jobs; send the invoice the day the work is done, with a clear due date, your bank details and a payment reference; send a friendly reminder a few days before or on the due date, a firmer one a week after, and a final notice after about two weeks – then pick up the phone.
Before the work starts
- Put the terms in the quote. “50% on acceptance, 50% on delivery, invoices due within 14 days.” When the client accepts the quote, they accept the terms.
- Ask for a deposit on larger jobs. It confirms commitment and covers your early costs.
- Know who pays. Ask for the name and email of the person who handles invoices – often not the person you work with.
- Bill long jobs in stages. Monthly or milestone invoices are easier to approve than one large invoice at the end.
An invoice that is easy to pay
- Send it the same day the work is delivered. Every day of delay moves the payment date too.
- A due date, not just “14 days”. Write the date itself.
- Everything needed to pay: bank details (IBAN and BIC), the amount, the currency and the reference you want them to use.
- The right details for their accounts team: their company name, address and VAT number, and the order or quote number they asked for. See the EU invoice checklist.
- A short, friendly email with the invoice attached or linked, the total and the due date in the text.
Three reminder emails you can copy
1 · On the due date
Subject: Invoice [number] – due today Hi [first name], A quick reminder that invoice [number] for [amount] is due today. You will find it here: [link]. If it has already been paid, thank you – please ignore this email. Best regards, [Your name]
2 · About a week overdue
Subject: Invoice [number] – now overdue Hi [first name], Invoice [number] for [amount] was due on [date] and is still open. Could you let me know when it will be paid, or whether anything is holding it up? Bank details: [IBAN / BIC] · Reference: [number] Best regards, [Your name]
3 · About two weeks overdue
Subject: Final reminder: invoice [number] Hi [first name], Invoice [number] for [amount] is now [n] days overdue. Please arrange payment by [date]. If there is a problem with the invoice, reply to this email and we will sort it out. After that date we will [pause further work / charge late-payment interest as set out in our terms]. Best regards, [Your name]
Only mention consequences you will actually apply, and that are in your terms. After the third email, call: a two-minute conversation often solves what three emails did not.
Your rights in the EU
For business-to-business invoices, the EU Late Payment Directive (2011/7/EU) gives you a right to statutory interest on late payments and to a fixed compensation of at least €40 for recovery costs, as implemented in each country’s law. Many small businesses never use these rights, but it helps to mention them in your terms.
How GETCORVIDS helps
In GETCORVIDS an accepted quote becomes an invoice in a few clicks, so the terms the client accepted carry over. The invoice list shows outstanding, overdue and paid totals at a glance, overdue invoices are ready for a reminder, and repeating invoices prepare a draft on each due date for retainers and monthly work.
Questions
What payment terms should a small business use?
Many small service businesses use 7 to 30 days for business clients. Shorter terms get you paid sooner; whatever you choose, state the exact due date on every invoice.
When should I send a payment reminder?
A friendly note on or just before the due date, a firmer one about a week after, and a final notice around two weeks overdue, followed by a phone call.
Can I charge interest on late invoices?
In the EU, for business-to-business invoices, yes: the Late Payment Directive gives you a right to statutory interest and at least €40 compensation, as set out in your country’s law. Check the national details with your accountant.
Sources
Thomas Krajecz builds GETCORVIDS at Digital Supportly. Questions about this guide? Write to hello@getcorvids.com – a person replies within one business day. Follow Thomas on LinkedIn.