Doing the work is only half the job. Getting paid is the other half, and it's often the half that slips. Invoices go out late, reminders never get sent, and cash gets tight even when business is good.
What it does
- Invoices go out automatically when a job or milestone is complete
- Every invoice includes an easy way to pay online
- Polite reminders go out on a schedule before and after the due date
- Overdue accounts get flagged for a personal call
- Payments get matched to invoices in your books
Before you start
- Pull your numbers: how many days, on average, from finishing a job to getting paid? How much is overdue right now?
- Check your invoicing tool. Most accounting and invoicing software already supports online payments, automatic reminders, and recurring invoices. Often they just aren't turned on.
- Decide your terms: when payment is due, whether you take deposits, and any late fees you'll charge (only if your contracts allow them).
Step by step
1. Trigger invoices from completed work
Connect your job or project system to invoicing so a finished job creates a draft invoice. Have someone review drafts at first.
2. Turn on online payments
Customers pay faster when they can pay in a click. Add card or bank payment links to every invoice.
3. Set up the reminder schedule
A typical, respectful schedule:
- A few days before the due date: a friendly heads-up
- On the due date: a reminder with the payment link
- About a week late: a firmer but polite reminder
- Two to three weeks late: a flag for a personal call from you or your office manager
4. Use AI for the tricky messages
AI can draft personal follow-ups for overdue accounts using the invoice details and your history with the customer. A person should review and send these.
5. Reconcile automatically
Connect your payment processor to your accounting software so payments are matched to invoices without manual entry.
Rules to follow
- Keep reminders accurate and polite. Never threaten action you don't intend to take.
- Only charge fees your contracts allow.
- If you hand accounts to an outside collector, different rules apply. Get qualified advice first.
- Protect payment information. Never store card numbers in email or spreadsheets.
What to measure
- Average days to get paid
- Total overdue balance
- Percentage of invoices paid by the due date
- Hours spent chasing payments each month
Next step
If invoices are delayed because job details arrive on paper, see Automate Data Entry.