You’ve sent the invoice. Now what?
For many freelancers and solopreneurs, this is where the stress begins: waiting for clients to pay. Chasing late payments feels awkward, unprofessional, and can even damage relationships.
But here’s the truth: getting paid on time is not about luck, it’s about structure. With the right setup, you can remove the awkwardness, protect your cash flow, and make sure money arrives when it should.
In this post, you’ll learn the exact steps to build a system that gets you paid promptly and respectfully.
Why Late Payments Hurt More Than You Think
- Cash flow gaps: You might be profitable on paper but broke in reality.
- Lost time: Hours wasted on “just following up” emails.
- Stress & resentment: Hard to focus on good work when you’re worried about unpaid bills.
Remember: your business is not a bank. You shouldn’t finance your client’s operations by waiting endlessly to get paid.
Step 1 — Set Clear Payment Terms Upfront
Never leave payment details vague. Put it in writing before the work begins:
- When payment is due (e.g., net-7, net-14, net-30).
- Whether you require a deposit (50% upfront is common).
- Accepted payment methods.
💡 Tip: Shorter terms = less waiting. Many solopreneurs default to net-30 because “that’s what everyone does,” but net-7 or net-14 is perfectly acceptable.
Step 2 — Use Professional, Branded Invoices
A sloppy invoice signals delay. A clear, branded one signals professionalism. Include:
- Your logo and business details.
- Client’s info (name, address, contact).
- Invoice number and issue date.
- Clear due date (not just “30 days”).
- Itemized services/products.
- Total amount and currency.
💡 Tip: Always include a polite note like:
“Thank you for your business! Please complete payment by [date].”
Step 3 — Make It Easy to Pay
The harder it is for clients to pay, the more they delay. Remove friction:
- Offer modern payment methods (credit card, bank transfer, digital wallets).
- Provide payment links or buttons directly in the invoice.
- Accept multiple currencies if you work internationally.
With Stravor + Stripe Connect, clients can pay directly online, no excuses, no waiting for wire transfers.
Step 4 — Automate Reminders
Clients are busy. Sometimes they just forget. Automated reminders save you from the awkward chase.
Send reminders:
- A few days before the due date.
- On the due date.
- X days overdue (firm but polite).
💡 Tip: Use neutral, professional wording. “This is a friendly reminder that invoice #104 is due on [date].”
Step 5 — Have a Plan for Late Payments
Despite best efforts, some payments will still be late. Prepare in advance:
- First follow-up: polite reminder.
- Second follow-up: firmer, mention consequences (work pause, late fee if in contract).
- Final step: stop work until payment clears.
Protect your business. Respectful boundaries build respect from clients too.
Tools & Tricks
- Contract templates (with payment terms built-in).
- Invoice software (like Stravor) to send, track, and remind automatically.
- Payment links (Stripe, PayPal, Wise) to make paying instant.
- Calendar reminders if you’re still manual.
Your Action Plan (Do This Today)
- Review your last 3 invoices, do they clearly state payment terms and due dates?
- Decide your default terms (e.g., net-14 with 50% upfront).
- Add a polite payment note template you’ll use every time.
- Set up an automated reminder system (tool or calendar).
- Create a “late payment” playbook so you know exactly what to do.
Final Thoughts
Getting paid on time isn’t about nagging, it’s about clarity, professionalism, and systems. When you set expectations, make payment easy, and automate reminders, you remove awkwardness for both sides.