How Freelancers Can Get Paid On Time – Top Strategies To Avoid Client Payment Issues
- Brainz Magazine
- Aug 29, 2024
- 4 min read
Updated: Mar 10, 2025
Written by Adrian Gentilcore, Multi-passionate Seniorpreneur
Adrian Gentilcore is a multi-passionate seniorpreneur. She runs Your Fairy Techmother for tech support services and Your Fairy Debtmother for financial coaching.
One issue that many freelancers have is clients who do not pay their bills or continually pay their bills late. These are some helpful tips to help freelancers get paid on time and avoid any client payment issues.
Understanding the importance of prompt payment
In any business, cash flow is a critical area for the health of the business. With freelancers, this is doubly true because there isn’t always a steady flow of customers and income. So, it’s crucial to address any client payment issues promptly and in a definitive manner.
Why clients don’t pay
Even larger business owners sometimes struggle with managing their finances and other business-related tasks. Sometimes, it’s simple disorganization, but it can also be due to a lack of funds. Or they may be displeased with the work and are withholding payment as a protest. Understanding the reason for the late or missing payment can help you deal with the issue effectively.
Setting clear payment terms in your contract
That’s why it is critical to have a legally binding contract in place with your clients. Not having a contract in place is a rookie mistake many beginning freelancers make. This document protects your rights as a service provider. It also clarifies your payment terms and penalties ahead of time to avoid any misunderstandings.
What should a good contract include?
A clear scope of the work you are performing for the client. This can avoid scope creep and clarify when the work is complete and payment is due.
Having your payment terms is extremely important, including when, how, and how much. Generally, 50% down and 50% at completion is a good option. Sometimes freelancers can be flaky, too, so this equalizes the risk between both parties.
Defining your late payment policy is a critical clause. You want to be flexible enough to allow for client’s natural cash flow cycle, but also let them know that client payment issues will not be tolerated.
You particularly need to clarify what happens to the work in case of non-payment or extremely late payments. You should give yourself the option to pause or stop the work in case of client payment issues.
Make it easy for clients to pay you
One way to minimize your risk of late payments is to set yourself up for success. Make sure you send your invoices in a timely manner and to the correct email address and have automated reminders in place. You can also add verbiage to your invoice clarifying the due date and your late fee policy.
How to have late payment conversations with your clients
Effective communication is extremely important when a missed or late payment has occurred. One thing to keep in mind is that you only have half of the story. You have no way of knowing if they’ve received your invoice if they’ve seen it, if they are just disorganized or absent-minded, or if they are waiting for a payment to come in on their end. Clear and pleasant communication can be helpful in all these situations.
Additionally, the client could be traveling, in the hospital, or dealing with a family crisis. Every communication should be business-like and assume the best intentions of all parties.
It is helpful to have more than one communication channel for your client. If your Emails end up in a spam filter, you could reach out via Facebook Messenger or a Direct Message on another platform. A personal phone call might be even more effective. Most people hate a direct confrontation and might post payment just to avoid any unpleasant interactions.
If the client expresses dissatisfaction with your work, suggest a Zoom call or meeting to get a full clarification of their complaints. Then, you can determine if you can make revisions or discuss a pricing adjustment.
If the client won’t respond, or if you can’t come to an agreement on payment, you can pursue a legal option, so long as you have a signed contract. You could ask a lawyer to send a demand letter, contact a Collections Agency, or take them to Small Claims Court.
What to do if a client refuses to pay
Sometimes, you’re just going to lose out. It’s a risk all freelancers take. One thing to keep in mind is to never behave in an unprofessional manner. You never want to breach their confidentiality or use your access to damage their website or other assets. Actions like that could lead to legal action against you that could far outweigh the damages of lost payments.
In conclusion
Having a good contract in place, making your terms and policies very clear, and keeping in good communication with your client is key to avoiding these pesky client payment issues in your freelance business. Hopefully, you’ll be lucky enough to avoid a lot of these unpleasant situations by setting the correct tone right from the start of the business relationship.
Read more from Adrian Gentilcore
Adrian Gentilcore, Multi-passionate Seniorpreneur
Adrian Gentilcore is a seasoned entrepreneur with a 40-year career in Corporate America and a proven track record of creating successful online businesses. Now a full-time freelancer, she operates two distinct brands: Your Fairy Techmother, where she specializes as a LinkedIn Trainer, Email Marketer, and Web Designer, and Your Fairy Debtmother, where she offers her expertise as a Debt-Free Coach and popular Personal Finance Blogger. In her 60s, Adrian continues to run her businesses alongside her 75-year-old sister, together coining the term seniorpreneur to capture the spirit of their dynamic partnership.
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