Before you start any job, make sure your quote and contract spell out exactly when and how you expect to be paid. Do you want payment within 7 days? 14 days? Make it clear. Clients should know what’s expected from the very beginning.

A deposit locks in the job and shows the client is serious. It also helps cover your upfront costs so you’re not out of pocket. A reasonable 10-20% deposit is standard for many tradies. But be sure to include this reasoning for the deposit when requesting it from the client so there's a shared understanding of what the deposit is for and why it's needed. Any clients that are unwilling or unable to pay a small deposit can be a red flag.

For bigger jobs, don’t wait until the end to send them the bill. Break it up into time-based or project milestone payments—for example, invoice for 10% up-front, 30%, 60%, 80% and then a final invoice upon completion. This way, you keep cash flowing and reduce the risk of chasing one big lump sum later.

No one likes doing the paperwork, but the sooner you send out an invoice, the sooner it's likely to get paid. Make it part of your routine—whether that’s at the end of the workday, week or during your quoting day. A quick email or text reminder after sending can also help to put your invoice on the to do list of your client.

Finance and Accounting software can automate invoicing and handle the sending of overdue reminders, so you don’t have to. Less admin for you, more chances of getting paid on time. Just be sure to set these up properly to avoid any errors or confusion.

Give your clients multiple payment options to fit into their own setup and cashflow situation. Provide options including bank transfer, credit card, mobile payment, or whatever works for you and them. The easier you make it, the fewer issues or excuses they’re likely to have.

It can be tempting to simply copy/paste your job notes into the invoice. But your shorthand notes may not mean that much to your client. Try to use descriptions that are easy to understand and clearly detail the works that have been done that are covered by the invoice. This is especially important when including any variations or extras to avoid bill shock, queries and disputes.

Along with clear descritopins, breaking up the work done into separate cost items can help clarify what you are charging for. Too often clients will baulk at a large fee amount they are not expecting that's not supported by a detailed description or break down. You can waste a lot of time explaining it later through multiple emails and calls. So, when the invoice amount is large, break it down, describe each item clearly and you're more likely to see clients pay sooner.

Sometimes, clients just forget. Everyone's busy. A friendly follow-up email, text or call can work wonders. If there’s a delay, ask what’s going on and agree on a payment date. Staying professional keeps relationships intact to secure future work.

Even with the best planning and best of intentions from all parties, things can go wrong. Agree upfront on how to handle any disputes—whether that’s a sit-down chat, mediation, or another process that you can both agree on. Having an approach that is pre-agreed will help to deescalate the situation, should it arise.