Invoice Management Tips For Small Contractors To Get Paid Faster

Cash flow is an important element for any contractor business as small businesses rely on quick payments to cover their expenses.

Prompt payments can help to maintain a healthy cash flow and minimize any type of payment disputes. However, any type of disruption to cash flow can impact your ability to pay vendors or suppliers and also risk vendor relationships.

Contractors can use online software to create estimates, invoices, and purchase orders for their business. It will ensure payment of invoices on time and also give an idea about business finances making accounting easier.

For example, they can prepare and send invoices through and also share convenient payment options with their clients after completing the work. 

What Makes a Contractor Invoice?

Contractors will always have different projects, which simply means that the payment terms and timing of billing will also be different. To request payment from any customer, you will need an official contractor invoice which includes:

  • Information of the company (company name and company contact information)
  • Customer’s name and contact information
  • Invoice date (date of the invoice and the due date for the payment)
  • Brief description of the goods or services
  • Prices for the offered goods or services
  • Payment terms

 9 Tips for Contractors to Get Paid Faster

Invoicing is essential for the contractors to facilitate payment faster and limit disputes with the customer. Below are some tips that small business owners can implement to encourage client payments faster and on time:

1. Request an advance deposit

One of the easiest ways to get paid for contractors is to request an advance deposit or even full payment before you start working. Getting an advance helps to cover the cost of the supplies, software, or other business expenses.

This is usually helpful for long-term projects that take months to complete.

2. Make a simple and clear invoice

Contractors should ensure that the invoice design is clear as poorly designed invoices can lead to delayed payment as this can confuse your clients. Make sure the invoice includes all the necessary information including the total due amount and the deadline of the payment.

3. Send invoices timely

Contractors should make a habit of sending the invoice immediately after the project is completed. When you invoice right after work, there are fewer chances of making any mistakes on the invoice.

This will help to get you paid sooner for your work and avoid any sort of delayed payments.

4. Set clear payment terms

Being a contractor, you should clearly discuss your payment terms with the client and also include the same in the invoice. This will help your client to know the payment due date and late payment penalties if any.

The proactive discussion about payment terms while discussing the project or signing the contract will reduce the client’s confusion.

5. Provide flexible payment options

Giving your customers a range of flexible payment options can make the process easier and quicker. 

Like, introducing automatic payments through debit or credit cards can help you receive payments on time. This will avoid chasing after the clients for paying the invoice and also reduce the chances of any late payment.

Hence, diversifying the payment options with cash, credit card, debit card, online, or mobile payments will help you to get paid on time.

6. Offer incentives

Offering incentives will not save a lot of money for your client, but it shows that you appreciate working with them. Like, you can offer an incentive for early payment which will prompt them to pay the invoice before the due date.

Additionally, a discount on the invoice total or any other form of reward will also help to develop a habit for the clients to pay on time.

7. Charge late fees

You should charge late fees on unpaid invoices to penalize the client for their bad habit of missing payment deadlines. It is a good habit to include the details of the late fee policy on the invoice under the payments section.

Also, make sure to discuss the late fee policy directly with your client before you start working with them to avoid any last-minute surprises.

8. Follow-ups on late payment

You should ensure to send a brief reminder to the client informing them that payment is past due. You can send reminders both via phone and email at regular intervals to get your payment.

Also, do not forget to remind the customer about accepted payment options. You need to be particular about chasing late payments to ensure that your invoice gets paid.

9. Be polite to your customers

It is important to be polite with your customer throughout the work irrespective of sending invoices or following up on due bills. Being polite will ensure a healthy client relationship and do not hamper future work opportunities.


Outstanding payments can be stressful for contractors, especially when it is impacting cash flow. It is even more awkward situation to remind customers about late payments on a bill or invoice.

It’s time to stop feeling powerless against late invoices, avoid conflicts, and get paid faster. These tips are perfect invoicing solutions to take action against slow-paying customers.

Adam Hansen

Adam is a part time journalist, entrepreneur, investor and father.