Ask any tradesperson what their biggest business frustration is, and “getting paid on time” will be near the top of the list. You’ve done the work, sent the invoice, and then…crickets. Days turn into weeks, and you’re left chasing payments instead of focusing on your next job.
The truth is, late payments aren’t just annoying, they’re a serious threat to your cash flow. According to recent studies, Irish small businesses wait an average of 50+ days to get paid, well beyond standard 30-day terms. For tradespeople managing materials costs, fuel, and equipment, this delay can be crippling.
But here’s the good news: most payment delays aren’t about clients refusing to pay. They’re about unclear invoicing, poor timing, and lack of follow-up. In this guide, we’ll share eight proven strategies to help you get paid faster and keep your cash flow healthy.
Why Getting Paid Faster Matters
Before we dive into the tips, let’s be clear about why this matters:
Cash flow is king: You need money coming in to pay for materials, fuel, insurance, and your own bills. Waiting 60-90 days for payment while your expenses keep mounting is a recipe for stress.
Time is money: Every hour you spend chasing late payments is an hour you’re not earning. The faster you get paid, the less time you waste on collections.
Business growth: Healthy cash flow means you can take on more jobs, invest in better equipment, and grow your business. Poor cash flow keeps you stuck in survival mode.
Mental health: Constant worry about whether you’ll get paid is exhausting. Reliable, predictable payment improves your quality of life.
Now, let’s look at how to make it happen.
1. Invoice Immediately After Job Completion
The single biggest invoicing mistake tradespeople make is waiting to send invoices. You finish a job on Friday, think “I’ll sort out the invoice on Monday,” and suddenly it’s Wednesday next week.
Why this kills your payment timeline:
- Client loses the positive feeling from freshly completed work
- Job details become fuzzy, leading to questions and delays
- Your invoice hits their desk later, pushing back the payment timeline
- You look disorganized, which doesn’t inspire prompt payment
What to do instead:
Invoice before you leave the job site. With modern mobile invoicing tools like Queeck, you can create and send a professional invoice in under 60 seconds while you’re packing up your tools.
The psychology here is powerful: When a client sees the completed work right in front of them and receives your invoice, they’re most motivated to pay. The work is fresh, they’re happy with the results, and payment feels like the natural next step.
Action step: Set a personal rule: no job is finished until the invoice is sent. Make invoicing the last task on every job, just like cleaning up your work area.
2. Make Your Payment Terms Crystal Clear
Vague payment terms like “please pay when convenient” or just hoping clients will pay “soon” is setting yourself up for frustration.
Be specific with your payment terms:
Instead of: “Please pay at your earliest convenience” Use: “Payment due within 14 days of invoice date”
Or even better: “Payment due upon receipt”
Common payment terms explained:
- Due upon receipt: Payment expected immediately (good for small jobs)
- Next 14: Payment due within 14 days of invoice date
- Next 30: Payment due within 30 days of invoice date (most common)
- Payment on completion: Expected before you leave the job site
For most trade jobs, Next 14 or Next 30 is standard. But here’s a pro tip: the shorter your payment terms, the faster you typically get paid. Even if a client pays “late,” 30 days after a Next 14 invoice is still better than 45 days after a Next 30 invoice.
Where to state your terms:
- Clearly on your invoice in a prominent position
- In your quote/estimate before work begins
- Verbally when discussing the job with the client
For more on creating professional invoices with proper payment terms, see our guide to invoice templates for Irish tradespeople.
3. Request a Deposit for Larger Jobs
Getting paid upfront might feel awkward at first, but it’s standard practice for trade work, and it dramatically improves your cash flow.
Typical deposit structures:
- Small jobs (under €500): Payment on completion or Next 14
- Medium jobs (€500-€2,000): 30-50% deposit, balance on completion
- Large jobs (€2,000+): 30-50% deposit, 40% mid-project, 20-30% on completion
Benefits of deposits:
- Covers your materials costs upfront
- Confirms the client is serious and committed
- Reduces your financial risk
- Improves cash flow (you’re not funding the entire job yourself)
- Weeds out clients who might struggle to pay
How to ask for deposits professionally:
“For jobs of this size, I require a 30% deposit to secure your booking and cover initial materials costs. The remaining balance is due upon completion. Does that work for you?”
Most legitimate clients expect this and won’t blink. If a client pushes back hard on a reasonable deposit request, that’s often a red flag about their ability or willingness to pay.
4. Offer Multiple Payment Methods
Every barrier you remove between a client and payment speeds up the process. If you only accept bank transfers, you’re making clients work harder to pay you.
Payment methods to consider:
Bank transfer: Still the most common for trade work. Make sure your bank details are clearly listed on every invoice with your IBAN and BIC.
Card payments: More clients prefer card payments now. Services like Stripe, Square, or payment features built into apps like Queeck let you accept cards with minimal fees.
Online payment links: Include a “Pay Now” button in email invoices that links directly to a payment page.
Cash: Still acceptable for smaller jobs, though increasingly uncommon (and remember to always provide a receipt).
Direct debit: Useful for maintenance contracts or ongoing work.
The key principle: Make paying you as easy as possible. The easier it is, the faster it happens.
Modern clients expect digital options: Many business clients now process all payments online. If you only accept cash or check, you’re forcing them into an exception process that takes longer.
With Queeck, you can include multiple payment options right in the invoice, and clients can pay instantly from their phone. It’s the difference between “I’ll process that next week when I’m in the office” and “Done, paid now.”
5. Send Payment Reminders (Politely but Persistently)
Here’s a truth about late payments: most aren’t malicious. People are busy, invoices get buried, payment deadlines slip. A polite reminder often gets instant results.
Create a reminder schedule:
Day invoice is due: Friendly reminder
- “Hi [Name], just a quick reminder that invoice INV-123 for €850 is due today. Let me know if you have any questions!”
3 days overdue: Polite follow-up
- “Hi [Name], following up on invoice INV-123 (€850) which was due on [date]. Just wanted to make sure you received it. Could you let me know when I can expect payment?”
7 days overdue: Firmer reminder
- “Hi [Name], invoice INV-123 for €850 is now 7 days overdue. Please arrange payment this week. If there’s an issue, let’s discuss it.”
14+ days overdue: Final notice before escalation
- “This is a final reminder that invoice INV-123 (€850) is now 14 days overdue. Payment must be received by [date] or I will need to escalate this matter.”
The psychology of reminders: Often, your first reminder gets immediate payment. The client genuinely forgot or their accounting department missed it. A polite nudge solves the problem.
Automation saves time: Manually tracking and sending reminders is tedious. Queeck automatically sends payment reminders on your schedule, so you never have to remember or waste time on follow-ups.
For more detailed strategies on dealing with overdue payments, check out our guide on handling late payments.
6. Include Late Payment Fees in Your Terms
Under Irish and EU law, you have the right to charge interest on late B2B payments. Simply including this in your terms can motivate faster payment.
Standard late payment terms:
“Late payments are subject to interest charges of 8% per annum from the due date until payment is received, in accordance with the European Communities (Late Payment in Commercial Transactions) Regulations 2012.”
Where to include this:
- On your invoices
- In your quote/estimate
- In any written contract or terms of service
Do you actually charge it?: Many tradespeople include the clause but rarely enforce it. That’s fine, the clause itself is often enough to encourage on-time payment. But you have the option if needed.
Important note: This applies to business-to-business transactions. For residential clients (B2C), the rules are different and you should state your specific late fee policy.
7. Build Payment Terms Into Your Quotes
Don’t wait until invoicing to think about payment. Address it upfront when you quote the job.
Include in every quote:
- Total cost
- Deposit amount and when it’s due
- Payment schedule for larger jobs
- Final payment terms
- Accepted payment methods
Example quote language:
“Total project cost: €2,400 Deposit required: €800 (due upon acceptance of quote to secure booking) Progress payment: €1,200 (due at completion of rough-in work) Final payment: €400 (due upon project completion) Payment methods accepted: Bank transfer, card, cash Payment terms: Deposits non-refundable after work commences”
When clients agree to your quote, they’re agreeing to your payment terms. This prevents “surprises” later and sets clear expectations.
For guidance on creating professional quotes, see our quote template guide for Irish tradespeople.
8. Use Professional Invoicing Software
Let’s be honest: scribbled invoices on scraps of paper or DIY Word documents don’t inspire confidence or prompt payment. Professional invoicing shows you’re running a real business.
Benefits of using software like Queeck:
Speed: Create invoices in under 60 seconds from your phone
Professionalism: Branded, properly formatted invoices
Tracking: See which invoices are paid, pending, or overdue at a glance
Automatic reminders: Set it once, forget it—reminders go out automatically
Payment integration: Clients can pay instantly with a click
Records: All invoices stored securely in the cloud for tax time
Reports: See your cash flow, outstanding invoices, and income at a glance
The ROI is obvious: If professional invoicing helps you get paid just 10 days faster on average, that’s worth far more than any software cost. Better cash flow means less stress and more money available for business growth.
The mobile advantage: Being able to invoice from the job site (before you leave) is a game-changer. You’re not sacrificing evenings to paperwork. You’re not letting days go by before invoicing. You send it immediately while the job is fresh.
Bonus Tips for Faster Payments
Build relationships with clients
Clients who like and trust you are more likely to prioritize paying you. Good communication, quality work, and professionalism all contribute to getting paid faster.
Consider early payment discounts
Offering 2-5% off for payment within 7 days can incentivize faster payment. Example: “€1,000 due Next 30, or €975 if paid within 7 days.”
Get everything in writing
Verbal agreements are fine for some things, but payment terms should always be in writing, in your quote and your invoice.
Know when to walk away
If a client has a history of late payment or non-payment, it’s okay to require payment in full before starting work or to decline the job entirely. Your time and skills are valuable.
Frequently Asked Questions
How can I ask for payment without seeming rude or pushy?
Being professional and direct isn’t rude, it’s business. Use polite but clear language: “I’m following up on invoice #123, which is now past due. Could you confirm when payment will be made?” Most clients respect straightforward communication.
Should I charge late fees to residential clients?
You can, but clearly state your late fee policy in writing before work begins. For residential clients (B2C), you typically need to specify a fixed late fee rather than using the statutory B2B interest rate. Example: “Invoices overdue by more than 14 days will incur a €25 late fee.”
What if a client says they can’t pay right now?
Have a conversation. If it’s a cash flow issue, consider a payment plan. If they’re disputing the work quality, address that immediately. If they’re simply avoiding payment, you may need to escalate (small claims court for amounts under €2,000). Document everything.
How long should I wait before taking legal action?
For small amounts (under €2,000), you can use the Small Claims Court in Ireland. Most tradespeople send a final letter before legal action around 30 days past due, giving one final chance to pay before filing. For larger amounts, consult a solicitor.
Can I stop work if a progress payment isn’t made?
Yes. If your agreement includes progress payments and a client doesn’t pay, you have the right to pause work until payment is received. Make sure this is stated in your quote/contract.
Conclusion: Take Control of Your Cash Flow
Getting paid faster isn’t about being aggressive or difficult—it’s about being professional, organized, and proactive. The eight strategies we’ve covered all come down to a few core principles:
- Invoice immediately - Don’t delay
- Be clear - Explicit payment terms prevent confusion
- Remove barriers - Make paying you easy
- Follow up - Polite persistence gets results
- Use the right tools - Professional systems save time and get better results
Implementing even a few of these tips can significantly improve your cash flow. And better cash flow means less stress, more financial stability, and more time to focus on what you do best: your trade.
Remember: you’ve earned this money by doing good work. Don’t feel awkward about expecting to be paid fairly and on time. Professional invoicing and payment practices aren’t optional luxuries, they’re essential business skills.
Ready to transform your invoicing and get paid faster? Try Queeck free for 14 days. Create professional invoices in seconds, send automatic payment reminders, and track every payment, all from your phone. Join hundreds of Irish tradespeople already getting paid faster with Queeck.
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