Managing Late Payments: 6 Ways to Get Paid On Time as a Freelancer

As a freelancer, getting paid on time is always an ongoing struggle. According to the Freelance Economic Impact Report by Fiverr, There were 6.3 million independent professionals in the U.S. as of 2021. 

With such a large freelance population, it’s no surprise that many of them have experienced payment issues at some point- whether late payments or non-payment altogether. To help you avoid these issues, here are some simple yet effective strategies to help you get paid on time as a freelancer. Cover photo by Paul Felberbauer.

Create a Professional Invoice

Having a professional-looking invoice not only helps you present a more polished image to your clients but also communicates essential information clearly and helps you avoid any confusion or misunderstandings. Your invoice should include all the relevant details, such as the project name, completion date, payment terms, and other appropriate fees or charges.

Your invoice should also match your website design so that your brand stays consistent. If you don’t know how to do this yourself, you can always hire a web development team to do it for you the right way.

One key component of a professional invoice is branding and design elements that reflect your business. For example, you can incorporate your logo or color scheme into the design of your invoice to create a consistent and recognizable brand image. This not only adds credibility to your business but can also help you stand out from the competition.

Set Clear Payment Terms

Setting clear payment terms is essential to managing client expectations right from the start. When engaging with a new client, discussing their payment needs and expectations is crucial. Clearly outlining payment terms in your contract or agreement can help prevent misunderstandings and protect your interests. This is especially important if your work will be time-consuming and you’ll be footing the bill for expenses related to the project.

You can use many different payment terms and payment methods, but some of the most common ones include flat fees, hourly rates, and retainers. But, no matter which payment model you choose, ensure that the payment terms are clearly outlined and that you discuss the payment schedule with your client. You might want to consider requesting partial payment upfront to help cover expenses or avoid taking on high-risk clients with a history of late payments.

Another option is to set a grace period to allow clients to settle their bills before you start taking further action. This could be outlined in the agreement, with a timeline for payment that might include a small window of time for the client to resolve any issues before the collection process starts. These measures will help ensure you’re paid on time, even if a client struggles with meeting payment deadlines.

Follow Up on Late Payments

Sometimes clients forget or are too busy to pay on time, but a simple reminder can make all the difference. In addition, establishing clear payment terms and deadlines from the project’s onset is essential to avoid surprises. 

So how can you follow up on late payments effectively? Firstly, you should always send a polite reminder email a few days before the payment is due, reminding your client that you expect to be paid on time. This helps to put the client on notice that you expect prompt payment. 

Then, if the payment still hasn’t come through, send a follow-up email a day or two after the payment was due. Again, politely inquire about the payment status and offer any assistance the client might need. 

If, after several reminder emails, the client still hasn’t paid, it’s time to take more severe action. Send a formal letter indicating that you will be forced to involve a collection agency or legal department if the payment is not made within a set timeframe. This may sound harsh, but protecting yourself and your business is essential. 

Photo: Andrew Neel

Consider Offering Incentives for Early Payments

By offering a discount or other incentive for early payment, you encourage clients to pay sooner rather than later. This improves your cash flow and demonstrates to your clients that you value their business and want to work with them in a mutually beneficial way.

For example, you could offer a 5% discount for payments made within the first week of receiving your invoice or provide a free consultation or additional service for clients who consistently pay early. These incentives remind your clients of the value you bring to their business and encourage them to prioritize your payment.

It is essential to be clear and upfront about any incentives you offer. Include details in your invoice or payment terms so clients understand what they can gain by paying early. Be sure to track your payments carefully and follow up with clients who have not taken advantage of the incentive, as this may be a sign of potential payment issues in the future.

Take Advantage of Automation Tools and Services

One of the best strategies freelancers can use to ensure they get paid on time is to leverage automation tools and services. This approach can be beneficial, as it streamlines the payment process and reduces the likelihood that clients will forget to pay or delay payments.

Automation tools can range from email reminders to full-fledged payment systems that integrate with accounting software. For example, you may use a service like Freshbooks or Payoneer to automate the invoicing and payment process. By setting up automatic payment reminders and integrating your invoicing process with your accounting software, you can ensure that clients are prompted to pay on time and that you are notified when payments are received.

It’s worth noting that automation tools can be particularly effective when working with clients who may be prone to late payments or who have struggled with payment in the past. By streamlining the process and automating critical tasks, you can take some of the burdens off of both the client and yourself, making it easier for everyone to stay on track.

Use Escrow Accounts When Possible

An escrow account is a financial instrument that holds funds on behalf of two parties involved in a transaction. The funds are withheld until the transaction is completed, at which point they’re released to the appropriate party. Escrow accounts protect both parties involved in a transaction, ensuring that funds are available when needed.

As a freelancer, using an escrow account can be beneficial when working with clients you’re unsure will pay on time. For example, if you’re working with a new client who hasn’t yet built a reputation for paying on time, using an escrow account can help you manage the risk. 

By requiring the client to deposit funds into an account before you start work, you ensure they have the funds to pay you when the job is done. This gives you peace of mind and protects you from the risk of not being paid for your work. This account can link directly to your high-yield savings account so that the money can be directly deposited once the work is complete.

Conclusion

Getting paid on time as a freelancer can be challenging, but it doesn’t have to be. By using the strategies outlined above – such as offering incentives, leveraging automation tools, and using escrow accounts – you can ensure that your payments arrive on time and receive the total amount owed.

With the right approach, you can build a successful freelance business and take your income to the next level.

Related resources for freelancers:

1. How to Avoid Getting Paid Late as a Freelancer

2. 7 Tactics to Improve Your Communication Skills as a Freelancer

3. The Best Time Tracking Software for Freelancers

4. How Great Freelancers Deal with Making Mistakes for Clients