Daniel ReiterIf you’ve ever refreshed your bank app after sending an invoice (more than once), you’re not alone. Late payments are one of the most common and most frustrating parts of freelance life. A 2022 survey by the Independent Economy Council found that 72% of freelancers have had a client ghost them on payment entirely.
But here’s the good news: with a few strategic tweaks to how you manage your invoicing and payments, you can cut down on the delays and get your cash flow moving.
Here are 10 tips (plus a few tools) to help you get paid faster:
1. Lock down clear payment terms early
If you’re waiting until you’re about to invoice a client to talk money with them, you’re already a step behind. Payment terms shouldn’t be an afterthought, they should be baked into your scope of work or contract from the very beginning. Clear expectations up front lead to fewer surprises (and fewer late payments) down the line.
At a minimum, your terms should spell out:
- Payment deadlines (e.g., Net 14, Net 30)
- Accepted payment methods (credit card, bank transfer, etc.)
- Late fees or interest charges
- Deposits or milestone payments
- Cancellation or refund policies
By getting these details in writing and mutually agreed upon before any work starts, you’re setting the tone that you’re a professional, and you expect to be paid like one. You’re also giving yourself a paper trail in case a payment ever becomes a problem.
Pro tip: Avoid confusing jargon. Use clear, friendly language that communicates expectations without sounding rigid. A contract doesn’t have to be intimidating, it just has to be clear.
2. Ditch the spreadsheet
Manual invoicing might be fine when you have one or two clients. But as your freelance business grows, juggling spreadsheets, Word docs, and scattered PDFs quickly turns into a time-suck and a messy disaster waiting to happen.
Spreadsheets can’t tell you when an invoice has been opened. They won’t follow up with a client who’s two weeks late. And they definitely won’t send a reminder on your behalf while you’re on vacation.
That’s where invoicing software comes in. Tools like FreshBooks help you:
- Create clean, professional invoices in minutes
- Set up automated payment reminders and late fees
- Track who’s opened your invoice (and who hasn’t)
- Accept online payments directly through the invoice
- Get a bird’s-eye view of all your outstanding and paid invoices
The best part? You don’t need to be “good with numbers” or an accounting whiz to use them because they’re built for non-finance folks. Besides, have you ever tried to debug a broken formula in Excel?
Pro tip: If you’re still using spreadsheets “just for now,” make a plan to transition. The right software pays for itself in saved time (and fewer unpaid invoices).
3. Offer more ways to pay
If paying you feels like a chore, your invoice might be sitting in someone’s inbox…indefinitely. The simpler and more flexible you make the payment process, the faster you’ll get paid. That means offering more than just one payment option.
Digital convenience makes all the difference, especially if your clients are also running their own business. Give them payment options like:
- Credit cards
- Bank transfers / ACH
- E-transfers
- Automated recurring payments
- Saved payment methods for future use
Letting clients choose what’s easiest for them makes the process smoother and makes you look more professional.
Pro tip: Invoicing platforms like FreshBooks let your clients save their preferred payment method securely, so future payments are just a click away. This is especially helpful if you work with long-term or recurring clients. Less friction = faster payments.
4. Automate payment reminders
Sure, following up on unpaid invoices can feel awkward, but get over it. You did the work, so get paid for it. The reality is, your clients aren’t always trying to ghost you. More often than not, they’re just busy, distracted, or didn’t even realize the invoice was due.
That’s why automated payment reminders are a game-changer. They give your clients a friendly nudge before and after the due date without you having to think about it. No awkward emails, no emotional labor, just clear, consistent communication that keeps things on track.
With invoicing software like FreshBooks, you can:
- Schedule reminders at specific intervals
- Customize the message with your own voice and tone
- Automatically notify clients of late fees (if applicable)
- Track whether the invoice has been opened
This takes the emotional labour out of the process and gives your client every opportunity to pay you on time.
Pro tip: Set up a short, polite reminder schedule (e.g., 3 days before, 1 day after, and 5 days after) to gently escalate without sounding pushy. Customize the language to keep it human and on-brand.
5. Charge late payment fees
You wouldn’t let someone walk out of a store without paying, so why should a freelance invoice be any different? Charging a late payment fee is one of the most effective ways to encourage timely payments and signal that your time and work have value.
Yes, it might feel uncomfortable the first time. But if it’s in your contract and agreed upon upfront, it’s not rude, it’s just policy.
Here’s how to make late fees work for you:
- Clearly state the fee amount and when it kicks in (e.g., 1.5% interest per month on invoices more than 14 days overdue)
- Add the late fee clause to your contract or scope of work
- Include a reminder on the invoice itself
- Enforce it consistently, but be willing to waive it once if it helps maintain a good client relationship
Pro tip: A small monthly interest fee (like 1–2%) creates enough urgency to keep your invoice top of mind without harming the relationship. Platforms like FreshBooks let you add and automate late fees directly into your invoicing flow.
6. Use recurring invoices for ongoing work
If you work with clients on a monthly retainer, subscription service, or any sort of repeating schedule, sending a new invoice every time is unnecessary.
Recurring invoices are your secret weapon for predictable income, less admin work, and fewer “Oops, I forgot to send that” moments. They keep your billing consistent and make your freelance business feel like a well-oiled machine.
Here’s what recurring invoices can do for you:
- Automatically bill clients on a set schedule (weekly, monthly, etc.)
- Include saved payment methods for automatic charge
- Add notes or deliverables that change each month
- Save you time, reduce delays, and minimize awkward payment convos
This is especially useful if you’re trying to stabilize your cash flow or shift toward more retainer-based work. And clients love it too. It makes their lives easier.
Pro tip: With FreshBooks, you can “set it and forget it” by scheduling invoices to send on the same day each month. Combine this with saved payment methods for the smoothest billing experience possible.
7. Use your manners
It might sound like something your grandmother would say, but when it comes to invoicing, manners really do make a difference. A FreshBooks study (Politeness Index) found that invoices including phrases like “please” and “thank you” get paid a full two days faster on average. That’s no small win when you’re waiting on cash to hit your account.
Why does this work? Simple: clients are people. And people respond positively to respectful, friendly communication. When you treat your invoicing process like an extension of your brand and your client relationships, it pays off. Literally.
Here’s how to put this into practice:
- Include a short thank-you note at the bottom of your invoice (e.g., “Thanks for your business!” or “We appreciate your prompt payment.”)
- Use conversational but professional language throughout
- Avoid sounding robotic: ditch the all-caps and generic invoice copy
- Send a personalized message or follow-up when possible
Pro tip: Small touches like “please” and “thank you” can reinforce your professionalism and make clients feel good about working with you, especially when paired with a polished, well-designed invoice.
8. Ask for a deposit
There’s no reason freelancers shouldn’t use deposits or retainers, especially when they’re taking on large or time-intensive projects. A deposit means commitment: it secures your time, protects your income, and confirms that your client is serious.
It also helps you maintain a steady cash flow. Instead of waiting until the end of the project to get paid, you start with a portion of the total already in your account.
Here are a few common structures to consider:
- Flat deposit: 25–50% of the total project fee upfront
- Milestone payments: split the invoice into 2 or 3 payments at key stages
- Monthly retainers: a recurring, predictable payment for ongoing services
Most clients will understand. It’s common practice in many industries and a strong signal that you run your business like a pro.
Pro tip: Use invoicing software to clearly outline the deposit terms and due date. Tools like FreshBooks make it easy to create and send retainers and track partial payments without confusion.
9. Experiment with your payment terms
Not all clients or businesses are built for Net 30. If waiting a full month (or more) to get paid is putting a strain on your finances or out of touch with how a client’s industry works, consider testing different payment terms or offering incentives for early payment.
Shorter terms like Net 14 or Net 7 still give your client time to process the invoice, but speed up your turnaround time significantly. And if you’re working with startups or small businesses, offering a small discount for paying early (like 2% off if paid within 5 days) can be a strong motivator.
Here’s how to approach it:
- Be upfront and clear in your contract and invoice
- Phrase incentives positively (e.g., “Enjoy a 2% discount if paid within 5 days”)
- Adjust terms based on the client relationship or project scope
- Keep an eye on what works, then double down on it
Pro tip: FreshBooks allows you to customize payment terms by client or project, so you can test what works without overcomplicating your billing process. Flexibility = better cash flow and happier clients.
10. Don’t be shy about following up
Let’s be honest, chasing down unpaid invoices isn’t exactly the fun part of freelancing. But here’s the thing: you’re not being rude or unprofessional by following up.
Running a freelance business means wearing all the hats, including the one labeled “Accounts Receivable”. The good news is that follow-ups don’t need to feel confrontational. With the right tools and mindset, you can follow up in a way that’s friendly, firm, and effective.
Here’s how to make follow-ups less stressful (and more successful):
- Send a polite email reminder a few days after the due date.
- Reference the invoice number, amount, and original due date.
- Avoid blame: use language like “Just checking in” or “Wanted to follow up in case this slipped through the cracks.”
- Reinforce that you’re available if they need clarification or help processing the payment.
- Keep a consistent follow-up cadence (e.g., 3 days, 7 days, 14 days) until resolved.
And most importantly, track everything. Knowing which invoices are overdue (and how long they’ve been overdue) helps you follow up with confidence and clarity.
Pro tip: Invoicing platforms like FreshBooks take the stress out of follow-ups by automatically flagging overdue invoices, showing you who’s paid (and who hasn’t), and even handling reminders on your behalf.
Make late payments a thing of the past
You’ve mastered your craft. You deliver high-quality work. You juggle deadlines, clients, and creative challenges like a pro.
You shouldn’t also have to chase down payments just to keep your business afloat.
With a few smart strategies and the right tools to back you up, you can create a smoother, faster, and more stress-free payment process that supports your freelance business long-term.
Want to simplify payments? FreshBooks was built for freelancers like you. From sending polished invoices to tracking overdue payments, FreshBooks helps you spend less time on admin and more time doing the work you actually get paid for.
So go ahead: automate, simplify, and start getting paid on time, every time.
Raksha
