Getting Paid on Time: A Freelancer's Guide to Not Chasing Money

The best time to solve a late payment problem is before it happens. Most payment issues aren't caused by dodgy clients — they're caused by unclear expectations.

Before you start any project, make sure these three things are agreed in writing:

1. How much — The exact amount (or rate), broken down clearly
2. When — Payment schedule and terms (Net 14, milestone-based, etc.)
3. How — Bank transfer, Stripe, PayPal. Include your details upfront

This doesn't need to be a 10-page contract. Even a clear email that the client replies to with "agreed" creates a written record. But if you can, use a proper freelance contract — it protects both sides.

This is non-negotiable advice: always take a deposit before starting work.

A deposit does three things:

• Proves the client is serious and has budget allocated
• Protects you from clients who disappear mid-project
• Improves your cash flow — you're getting paid from day one

Standard deposit amounts:

• 50% upfront — The most common for projects under £5,000
• 30% upfront, 30% mid-project, 40% on completion — Good for larger projects where the client needs to spread the cost
• 100% upfront — For small projects (under £500) or clients with no track record. It's more common than you think, and reasonable clients won't object

If a client refuses to pay any deposit, that's a red flag. Professional businesses understand that deposits are standard practice.

Every extra step between your client seeing the invoice and paying it is a friction point. Reduce friction, get paid faster.

• Include bank details on every invoice — Sort code, account number, account name. Don't make them ask.
• Offer multiple payment methods — Bank transfer, card payment (via Stripe), PayPal. Let the client use whatever is easiest for them.
• Send a payment link — One click to pay. Tools like OwnedWork generate shareable links that clients can pay from instantly.
• Invoice the right person — If your day-to-day contact isn't the person who approves payments, ask for the accounts/finance email and CC them.

The goal is to make paying you the path of least resistance. If it takes more than 60 seconds to pay your invoice, you're creating unnecessary delay.

Chasing invoices manually is soul-destroying. You end up writing the same awkward email every time, wondering if you sound too aggressive or too passive.

Automate it. Set up payment reminders that go out automatically:

• 3 days before due date: Gentle heads-up. "Your invoice is due in 3 days."
• On the due date: Friendly reminder. "Invoice #042 is due today."
• 7 days overdue: Firmer follow-up. "Invoice #042 is now 7 days past due."
• 14 days overdue: Final automated reminder before you step in personally.

Automated reminders remove the emotional burden. The system sends the emails, not you. And clients are surprisingly receptive to them — they expect it from any professional service.

Sometimes, despite everything, a client won't pay. Here's your escalation ladder:

1. Personal phone call — Sometimes an email gets lost. A phone call shows you're serious and gives the client a chance to explain (genuine delays happen).
2. Formal letter before action — A written letter stating that if payment isn't received within 14 days, you'll begin debt recovery. This usually gets attention.
3. Late payment interest — In the UK, you can charge 8% + Bank of England base rate on overdue B2B invoices. Plus a fixed recovery fee (£40 for debts under £1,000).
4. Small claims court — For debts under £10,000 in England and Wales. The process is online, costs £35-£115, and you don't need a solicitor. Most clients pay before it gets to a hearing.
5. Mediation — A neutral third party helps you reach an agreement. Cheaper and less stressful than court.

In practice, most freelancers never need to go beyond step 2. A formal letter, especially from a solicitor, tends to shake loose even the most stubborn payments.