Getting paid for your services should be the universal rule of doing business. However, some clients need an extra nudge to remind them. Not because of ill intent, but because they are preoccupied running their business. With proper communication on both sides, freelancers can make invoicing a piece of cake and late or overdue invoices a thing of history! Check out our templates and see how you should ask for payment from your clients without sounding demanding and keeping things professional. You should send your clients two emails about your payment before the due date. Hopefully, there won’t be any need for more than that, but, should there be, we’ve got you covered. Once you are done with whatever you were contracted for, you should send them a payment request email with the invoice. Payment should be due no sooner than two weeks and no later than a month from the completion date. This is the first time you will ask for payment from a client. Need an invoice? Download a free template → After that, you should remind your client on the day the payment is due. This is just a follow-up email and it shouldn't be too long. Hopefully, this will be it and soon after the second email, you will receive the confirmation from your client and the funds on your account. However, sometimes things don’t go as smoothly. In case your client still hasn’t paid you a week after the due date, you should send them another payment reminder email. Make sure you remain polite and professional. For all you know, there may have been some unforeseen complication, so make this more of a friendly reminder. Finally, it is not considered improper to contact your client once each week after the invoice’s due date. The best thing to do, though, is to clearly define your payment terms and the time frame allowed for clients to make payments, before you start doing business with someone. This should be stated in a contractual agreement you sign with your client. This way you won’t have to worry about any misunderstandings or delays when it is time to make the payment. Some people find it uncomfortable to ask to be paid. Part of the problem could lay in the fact that “asking” sometimes feels like requesting something that requires the other party to approve or agree with. You and your client already agreed to “exchange values.” You provide the service, and the client should provide payment for it. Getting paid as an independent contractor shouldn’t feel intimidating. This, however, doesn't mean that you should blatantly demand to get what you’re due from them. Communicating the right way can not only ensure you’ll get paid on time, but also that you’ll get more work in the future. When asking your clients to pay you, remember the three golden Ps. You should be: The email is the most commonly used medium for professional communication. It is also the best way to request payment for your services. Be polite but direct. The more concise, the better - make your emails wells of relevant information. Before sending the first email, though, you’ll need to make sure: Once you are done, go over everything again because mistakes in invoices can cause delays and take days to fix. Ultimately, that’s just more time without cashflow on your account. Here is a template you can use to reach out to your client and request payment for the completed work: Subject: Payment request for [project details/invoice number] Hello [client’s name], [Brief intro about what you did for them] I am attaching the invoice for my services to this email. As we discussed, the total bill is [total amount], payable via [your preferred payment method: PayPal, credit card, or other] by [due date]. Thank you, and I am looking forward to working with you again in the future. [Your preferred signoff], [Your name/signature] Unfortunately, emails don’t always work when asking clients for payment, and sometimes business owners must turn to more direct means of communication. This usually means calling your clients. Most people resort to a phone call only after sending a couple of reminder emails. This is partially due to the fact that it is more personal to talk over the phone than it is to communicate by email. This is probably the fastest way to reach someone and can come in handy when your clients are giving you the runaround over email. We suggest you have a script ready, so you don’t get confused. There are a couple of things to keep in mind: It should look something like this: “Hi, [Client’s Name]. This is [your name] speaking. I worked on the [project name] with you about two weeks ago. I’ve sent a couple of emails about payment for [your services/invoice #], and it may be that you’ve missed them. Have you received them?” Before starting the conversation, you should have all the information regarding the payment (such as the amount due, payment deadline, invoice number, etc.) and the project close to hand. The client might reference some of it and you’ll want to see if there are any discrepancies causing the payment to be late. Additionally, to avoid losing your train of thought, you can have a notebook ready to take or read notes during the conversation. Give your client the benefit of the doubt, and in case something really did go wrong with the emails, you can work together to fix it. If you need to write too many emails to remind your clients about overdue payments, and you don't like talking about it over the phone, you can ask your clients for payments by using online tools. Paypal, Payoneer, and Google Pay let you automatically send reminders for unpaid invoices on a daily or weekly basis. Ensuring you get paid is important, but it should not be as time-consuming. When using Deel to work with your clients, all you need to do is click a button. Choose the type of agreement that works for both of the parties, get paid in one of the 100+ currencies (including crypto), and stay compliant. In some cases, unfortunately, nothing will work. No amount of persistence, emails, or phone calls can force your clients to pay you. In case you experience these unfortunate circ*mstances, there are a couple of ways you can go about it. Taking legal action is the other option. You can hire an attorney to take legal action against your clients or their company. Even though the process can be long, in the end, it will be worth it, at least to ensure your clients don’t do something similar again. If you are planning on suing your clients, make sure you inform them beforehand. Sometimes the long court process can be avoided and you can get your payment with just a mention of pressing charges. If a client is often late with payments or just takes a lot of reminding every time, you might want to consider cutting off future work for them. Getting paid shouldn’t have to be more difficult than the job itself. Another thing you can do is to request a deposit beforehand or even the whole payment upfront. This might make it harder to attract new clients, but once they see you deliver, they shouldn’t have a problem with it. Before you craft your email templates, or send payment reminders to your clients, make sure you are aware of most common payment terms, and that you are using them correctly. Here is a brief list: NET (or N): Refers to the number of days allowed for payment after the invoice date. For example, "Net 30" means that the payment is due within 30 days of the invoice date. EOM: Stands for "End of Month." When used in payment terms, it means that payment is due at the end of the current month in which the invoice is issued. COD: Stands for "Cash on Delivery." It means that payment is required in full at the time of delivery or upon receipt of goods or services. DUE ON RECEIPT: Indicates that immediate payment is expected upon receipt of the invoice or goods/services. 1/10 NET 30: Signifies a cash discount offered to clients who make payment within a specified period. The example "1/10 Net 30" means that a 1% discount is offered if payment is made within 10 days, but the full amount is due within 30 days. PO: Stands for "Purchase Order." A purchase order is a document issued by a buyer to a seller, outlining the details of goods or services to be purchased. ACH: Refers to "Automated Clearing House." It is an electronic payment system that enables funds to be transferred between bank accounts in the United States. AR: Stands for "Accounts Receivable." It represents the outstanding payments owed to a business by its clients or customers. AP: Stands for "Accounts Payable." It represents the outstanding payments that a business owes to its suppliers or vendors. PDC: Stands for "Post-Dated Check." It refers to a check that is dated in the future and will be deposited or cashed on the specified date. L/C: Stands for "Letter of Credit." It is a financial document issued by a bank, guaranteeing payment to a seller upon fulfillment of specified conditions. DDP: Stands for "Delivered Duty Paid." It indicates that the seller is responsible for all costs and risks associated with delivering the goods to the specified destination. Here is a basic email script with a few explanations. Subject: Payment for invoice #1234 for Project WEB PAGE DESIGN Hello John Doe, Thank you for all the creative feedback for the web page design. It made the final product that much better. It has been a pleasure working with you and I am looking forward to working together again. I am sending you the invoice #1234 attached to this email. As agreed, the total bill for my services is 5,678 USD. The invoice is payable via PayPal ([email protected]) or via direct transfer to the bank account (12345667890), by Monday, February 1st. Feel free to contact me if you have any questions. Regards, John Smith Subject: Payment for invoice #1234 due date Hello John Doe, Hope you are doing well. This is just a reminder that invoice #1234 for $5,678 is due today. The bill is payable by PayPal ([email protected]) or direct deposit to the bank account (12345667890). Kind regards, John Smith Subject: Payment for invoice #1234 is two weeks overdue Hello John Doe, I am contacting you again to remind you about your outstanding payment on invoice #1234 for my services on Project WEB PAGE DESIGN. The invoice is now two weeks overdue. I understand that this is a busy time for you, but I wanted to remind you that there is a late fee for all invoices after 30 days. If you have any questions, please inform me, if not, kindly send the payment as soon as possible. I am attaching another copy of the invoice to this email in case you missed the original one. Please reply to this email to let me know you have received it. Thank you. Kind regards, John Smith Subject: Payment for invoice #1234 is 30 days overdue Hello John Doe, Invoice #1234 is now 30 days overdue. As per my business terms, a late payment fee of $90/day will start from tomorrow. Let me know if you have any questions regarding the original invoice or the late fees. If not, please make the payment immediately by PayPal ([email protected]) or direct deposit (12345667890). You can find another copy of the invoice attached to the email. Please reply to this email to let me know that you have seen it. Thank you. Regards, John Smith To make sure you don’t make any mistakes when asking for payment from your clients, here are some bad examples and exactly why they would not have the desired effect. Subject: Payment for services Hi John Doe, How are you doing today? I hope you’re doing well, and not tired like myself. Anyway, I finished the design for that web page you wanted, it was really hard work and it kept me up late last night. I am sending you the invoice #1234 for the job, so make sure you pay it by February. Thanks, John Smith Subject: A slight problem with the payment Hello John Doe, I was just wondering whether you have seen my emails about invoice #1234 and the total bill of $5,678. The payment was due on Monday, February 1st, and that was about two weeks ago. I was hoping to already have the funds by now and, if it wouldn’t be too much trouble, could you make the payment soon? I hate to be bothering you in such an exciting time for your business. So, if you don’t have the time to reply now it is alright. Just make sure to notify me when you make the payment, please. I hope you have a nice day and that I’ll hear from you soon! John Smith Subject: Late payment fee on Invoice #1234 John, It has been a month and you still haven’t paid me. I do not understand it! I was not late when I designed that web page for you. If you still do not make the payment in a week, I will be forced to hire a collection agency and sue you. John Smith Successfully getting paid on time is the coronation of your hard work, but it’s just the last step of a more complex process. Your professional success depends on a number of factors, from the way you network to how responsive you are, to the efficiency of your workflows, and more! Make sure you optimize every step of your work, guaranteeing happy clients and easy payments for all your projects. Head over to our blog to find more tips, inspiration, and ideas to boost your work to new heights. A: Payment timelines can vary depending on the agreement you have with your client. It's important to establish clear payment terms before starting the project. Common payment terms range from immediate payment upon project completion to receiving payment within a specific number of days after submitting an invoice. A: Payment methods for contractors can vary based on client preferences and industry norms. Common payment methods include direct bank transfers, checks, online payment platforms like PayPal or Stripe, or specialized contractor payment platforms. It's essential to discuss and agree upon the preferred payment method with your client. A: Yes, payment terms can often be negotiated as a contractor. It's important to have open and transparent communication with your clients regarding payment expectations and terms. Discussing payment terms in advance can help ensure that both parties are comfortable with the agreed-upon terms. A: If a client is late in making a payment, it's important to follow up promptly. Send a friendly reminder, either through email or a phone call, to inquire about the status of the payment. If necessary, you can escalate the matter by sending a formal payment reminder or discussing late payment fees as outlined in your agreement. Open communication and a professional approach can often help resolve payment delays. A: If a client consistently delays or avoids payment, it may be necessary to escalate the matter further. Consider sending a final payment demand letter, seeking assistance from a collections agency, or consulting with a lawyer to explore legal options available to you. It's important to review local laws and regulations governing payment disputes and seek professional advice if needed. A: To ensure payment security, consider using written contracts or agreements that clearly outline payment terms, deliverables, and dispute resolution processes. Additionally, use secure and reputable payment methods or platforms to receive payments. Keep records of all invoices, communications, and relevant documentation to protect your interests in case of payment disputes. A: Yes, it is common for contractors to request partial upfront payments or deposits, especially for larger projects or long-term engagements. This practice helps protect contractors from potential payment issues and establishes trust between parties. Discussing and documenting these terms in your contract or agreement can provide clarity and prevent misunderstandings. A: To streamline and track payments, consider using accounting or invoicing software that allows you to generate professional invoices, track payment status, and set up payment reminders. Keep organized records, including invoices, receipts, and communications related to payments. The latest insights on today's world of work straight to your inbox. Sign me up Key takeaways
When to ask for payment from clients
The payment request email
How to ask for payment from clients
Asking for payment from clients by email
Email template to ask the client for payment
Do you dream of working
from anywhere?Asking for payment from clients over the phone
Software that can help you get paid
Getting overdue payments from clients
You can rely on a collection agency to get the payment for you. You will have to send them all the documentation regarding the invoice and the services you provided and, in return for a percent, they can collect overdue payments for you.Future jobs and future payments
Understand commonly used payment terms, and use them correctly
Email examples for asking for payment from clients
The first invoice email
Email on the due date
One to three weeks overdue
A month overdue
How NOT to ask for payment from clients
Email before due date
Mistakes:
One to three weeks past due
Mistakes:
A month overdue
Because you are 30 days late, there will be additional fees added to the bill. For every day, the bill will increase by $90. Pay me what you owe me via PayPal ([email protected]) or direct deposit (12345667890).Mistakes:
Final tips and things to consider
Streamline international payments with Deel
Payment FAQs
Q: When should I expect to receive payment for my services as a contractor?
Q: What payment methods are typically used for contractors?
Q: Can I negotiate payment terms with my clients as a contractor?
Q: What should I do if a client is late in making payment?
Q: What actions can I take if a client consistently delays or avoids payment?
Q: How can I ensure payment security as a contractor?
Q: Can I request partial upfront payment or deposits from clients?
Q: What steps can I take to streamline and track payments as a contractor?
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FAQs
How to Professionally Ask for Payment From Clients (Template)? ›
“Dear [Name], Hi there, I hope this email finds you well. This note is just a friendly reminder that the due date on invoice #XXXX is approaching, and the payment is due in X days. We wanted to take the opportunity to remind you of our payment schedule, which is a [Net 30, etc.]
How do you politely ask for a payment template? ›“Dear [Name], Hi there, I hope this email finds you well. This note is just a friendly reminder that the due date on invoice #XXXX is approaching, and the payment is due in X days. We wanted to take the opportunity to remind you of our payment schedule, which is a [Net 30, etc.]
How do you ask for payment from clients professionally? ›The most polite way to ask for payment is an invoice email as a gentle reminder. Businesses get these regularly, and accept them as part of life. Send a simple payment request email and follow it up with another one if payment is not made for the late invoice.
How to reply professionally to vendors requesting payment? ›- Be concise. Keep your email as brief as possible while providing all necessary information to address the vendor's inquiry. ...
- Include invoice details. Vendors are often tracking several invoices at once. ...
- Use professional language. ...
- Avoid negativity. ...
- Proofread.
- Avoid letting too much time pass from the payment due date. ...
- Set up an emailing schedule. ...
- Send polite reminders before the due date. ...
- Send a polite but direct email on the due date. ...
- Firmly remind them when your invoice is overdue. ...
- Call them if they still don't pay you.
This is a gentle reminder that invoice #1008 is due today at the discussed fee of (invoice amount). You can make payments via (payment options). Please note that, as discussed in our agreement, payment is due within (number of days) upon receipt of the invoice. Please contact me if you have any questions.
How to ask money from client format? ›Email template to ask the client for payment
I am attaching the invoice for my services to this email. As we discussed, the total bill is [total amount], payable via [your preferred payment method: PayPal, credit card, or other] by [due date]. Thank you, and I am looking forward to working with you again in the future.
- Be transparent: Be open and honest about your financial situation and your need for money. ...
- Be specific: Be clear about the amount of money you need and the repayment terms. ...
- Show gratitude: Express your gratitude for the person's consideration of your request. ...
- Follow-up: ...
- Respectful:
- Avoid confrontation. Credit: Dusan Petkovic – Shutterstock. ...
- Drop hints about your own financial situation. ...
- Ask for money back in writing. ...
- Be flexible about receiving money back. ...
- Add a sense of urgency. ...
- Ask them to cover your half of the bill. ...
- Ask their parents.
I am writing to discuss the payment arrangements for the [project/service] we will provide. I truly appreciate the opportunity to work with you on this project and I am confident that we can deliver excellent results. As we move forward, I kindly request an advance payment to initiate the project/service.
How do you write a professional request? ›
- Organize your request. ...
- Write an approachable subject line. ...
- Begin with a formal salutation. ...
- Express your request. ...
- Include benefits for the recipient. ...
- Conclude with a call to action. ...
- Focus on the recipient. ...
- Include additional documents.
Hi [name]. Your payment of [amount] for [service] is past due. Please review your outstanding bill and submit payment: [link]. Thanks, [business name].
How to bill your client format? ›A client billing solution involves creating detailed invoices with itemized goods and services, provided along with the unit price, quantity sold, and total amount due. Depending on the jurisdiction of your business, the process may include computing and adding relevant taxes, fees, or discounts.
How to ask for salary politely in a message? ›Be direct but polite when asking about compensation, adding something like “May I ask what the salary range is?” after your initial greeting. Look into average salary rates for similar positions in the industry and of people with similar backgrounds to yours in order to establish your personal salary range.