Waiting on customers is one of the most common reasons a healthy business runs short of cash. You cannot force anyone to pay, but a few habits make paying you easy and being late awkward.
The seven habits
- Invoice straight away. Every day you wait to send the invoice is a day added to the time you wait to be paid.
- State the terms plainly. Put the due date on the invoice, not just “net 14”, and agree terms before the work starts.
- Make paying effortless. Include a payment link or full bank details. If a customer has to ask how to pay, they will pay later.
- Ask for a deposit on larger jobs. Part of the money up front reduces your risk and shows the customer is committed.
- Remind early and politely. A short message a few days before the due date, and another the day after, is normal and rarely resented.
- Keep the amount clear. Itemised, specific invoices get queried less, and a query is a delay.
- Know who owes you. Look at your unpaid invoices every week, oldest first, so a late payment never goes unnoticed for a month.
Why a payment link helps
The gap between “I will pay” and “I have paid” is often just friction: finding the account number, switching apps, typing it in. A link that opens the invoice and takes payment removes most of that. In KudiBooks, every invoice can have a payment link that opens Paystack checkout and records the payment against the invoice automatically.
When a customer is already late
Start with a friendly message that includes the invoice and how to pay. Assume an oversight first. If it continues, call, and agree a specific date in writing. Record any part payment you receive so the balance you chase is accurate.
Questions
Should I charge late fees?
You can, if the terms were agreed up front and written on the invoice. Many small businesses prefer clear terms and prompt reminders, and keep late fees for repeat offenders.
How soon after the due date should I follow up?
The next day is reasonable. A short, friendly message with the invoice attached usually does it.