How to Make It Easier for Clients to Pay You: A Dos and Don'ts Guide

If you’ve been running a business for any length of time, or even if you haven't, you'll know that maintaining a healthy, stable cash-flow is imperative to keep virtually every aspect of your business running. 

It’s pretty obvious that erratic income = bills, suppliers, staff not getting paid, new equipment not being bought, opportunities being missed, etc, etc.

Needless to say, it’s also a frustrating task that pulls you away from the work you actually enjoy doing. Unfortunately at Sadler Advisory we hear from sole traders and established limited companies alike, that they find themselves spending far too much time chasing outstanding invoices.

In fact, UK SMEs are collectively owed around £26 billion in overdue invoices!

IT MIGHT NOT BE ENTIRELY YOUR CLIENTS FAULT…

Please don’t shoot the messenger but, often the delay in getting paid is not due to a client’s unwillingness to pay, but rather the friction involved in the process. When payment systems are awkward, terms are unclear, or invoices are confusing, clients tend to push the task to the bottom of their to-do list. 

Making it simple for your clients to pay you is one of the most effective ways to protect your cash flow and keep your business moving forward. Here’s our guide on how to optimise client payments to get their pounds rolling into your accounts without hitting obstacles. 

THE DOS: HOW TO ENCOURAGE PROMPT PAYMENTS

To keep your bank balance healthy, you need to make the payment process as straightforward as possible. Here are the key practices you should implement.

1. Do Offer Multiple, Convenient Payment Methods

The more choices you give your clients, the quicker you are likely to be paid. Relying solely on manual bank transfers (BACS) forces your client to log into their banking app, set up a new payee, and enter long numbers. While many are happy to do this, offering alternative options can significantly speed up the process. 

Consider integrating secure online payment gateways that allow clients to pay instantly by debit card, credit card, or digital wallets with a single click. For retainer-based services, setting up automated Direct Debits through platforms like GoCardless can ensure regular, timely payments without either party having to manually intervene each month.

2. Do Establish Clear Terms from the Very Beginning

Ambiguity is the enemy of prompt payment. Before any work begins, ensure both parties agree on the pricing, the billing schedule, and the payment terms. Write these details clearly into your contracts or terms of service. 

For example, state whether your payment terms are ‘immediate’, ‘Net 14 days’, or ‘Net 30 days’. When you onboard a new client, it’s worth having a brief, friendly conversation about how and when they prefer to receive invoices, and who in their organization handles the accounts payable. This establishes mutual respect and sets clear expectations.

3. Do Send Your Invoices Promptly

There is a direct correlation between how quickly you invoice and how quickly you get paid. If you complete a project on the first of the month but do not send the invoice until the end of the month, you are sending a signal that prompt payment is not a priority. 

Send your invoice as soon as the work is delivered or according to your pre-agreed milestone dates. When the details of the work are still fresh in the client's mind, they are much more likely to approve and settle the bill quickly.

4. Do Use Professional, Simple Invoicing Templates

An invoice is a reflection of your brand. It should look professional, be easy to read, and contain all the necessary information. A good invoice should clearly state:

• Your business name, contact details, and logo

• The client's business details

• A unique invoice number for tracking

• The date of issue and the payment due date

• A clear, concise breakdown of the services provided

• Your payment details (such as bank account number, sort code, or a clickable payment link)

When the layout is clear and the payment instructions are obvious, it removes any confusion that could delay the transaction.

THE DON'TS: MISTAKES THAT DELAY YOUR CASH FLOW

While doing the right things is crucial, avoiding common missteps is equally important. Here are the practices to avoid to keep your payment cycles short.

1. Don't Hide Your Payment Details

It sounds obvious, but you would be surprised how often bank details or payment links are missing, hard to find, or written in tiny fonts at the bottom of an invoice. If a client has to search for your account number or reply to your email asking how to pay, you have introduced an unnecessary obstacle. 

Make sure your payment instructions are prominent and impossible to miss. If you are sending digital invoices, include a prominent, clickable ‘Pay Now’ button that takes the client directly to a secure payment portal.

2. Don't Wait Until an Invoice Is Overdue to Communicate

You do not need to wait until a payment is late to check in with a client. Sending a polite, automated reminder a few days before the invoice is due is a professional way to keep the invoice on their radar. 

If the due date passes and you have heard nothing, follow up immediately with a friendly email or phone call. The longer an invoice remains overdue, the harder it can become to collect. 

Establish a consistent, gentle follow-up sequence to manage late payments without damaging client relationships.

3. Don't Rely on Manual Systems to Track Everything

Manually keeping track of who owes what on spreadsheets is time-consuming and prone to human error. It is easy to miss when an invoice is slightly overdue, leading to delays in chasing payments. 

Modern cloud accounting platforms allow you to automate the invoicing process, track outstanding balances in real-time, and even send automated, polite reminders to clients on designated days. This frees up your time, ensures consistency, and keeps your records accurate.

4. Don't Avoid Having Conversations About Money

Many business owners find talking about money uncomfortable and worry that chasing payments will alienate clients. However, you have provided a valuable service, and you have a professional right to be paid. 

Approaching money conversations with confidence and professionalism actually builds respect. If a client is experiencing temporary financial difficulties, being approachable allows you to agree on a manageable payment plan rather than being met with silence.

WORKING IN PARTNERSHIP TO BOOST YOUR CASH-FLOW

For many SME business owners with limited resources, managing cash flow and setting up efficient invoicing systems can be yet another mammoth task they don’t have the time or specific expertise for.

Sadler Advisory can help you. We work with a wide variety of clients across London and the UK, including limited companies, start-ups, property businesses, and sole traders, to help them review financial processes, choose the right tools, and implement effective strategies that make sure they get paid on time, every time.

If you would like to discuss how to improve your cash-flow, financial management, growth plans and other business processes, we would love to hear from you. Get in touch to arrange a friendly, initial chat about your cash-flow and business goals.

Visit our homepage to learn more about our team and services, or contact us today to see how we can support your journey.