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7 Ways to Make Your Customer Pay Your Invoice on Time (and Not After the Third Reminder)
Running a business in Poland it's like riding a rollercoaster without a seatbelt fastened - excitement is guaranteed. And one of the biggest challenges for every entrepreneur is to get customers to pay on time. Everyone knows that an invoice is not a suggestion, but somehow "you forgot", "your accountant is on vacation" or "I was just about to make a transfer!" So how do you get customers to pay on time without having to send hundreds of reminders and wonder whether to change your industry to something less stressful - like cactus farming? Here are seven proven methods!
Invoicing on time – before the customer forgets they bought something
The basic rule is: if you want a customer to pay on time, you must first send the invoice on time.
It sounds simple, but surprisingly many entrepreneurs put it off "until later" and then are surprised that the customer is not in a hurry to pay either. Automatic invoicing systems, such as Fakturownia, iFirma or InFakt can be of great help here – they send the invoice and reminders themselves, before the matter reaches the eternal “tomorrow”.
The rule of three reminders: diplomatically, assertively and… with a little pressure
It’s not always the case that a customer deliberately delays payment – sometimes they simply forget. That’s why it’s worth using graduated reminders:
- First reminder (day after the due date): Polite, with a smile. You can write:
"Good day, we noticed that the payment deadline passed yesterday - we remind you and ask you to settle. If there is any problem, please contact us."
- Second reminder (one week after the due date): More assertive, but still polite:
"We would like to remind you about an overdue invoice. Please make payment by [new due date] or let us know if there are any difficulties."
- Third reminder (two weeks after the due date): Here you can add some subtle emphasis:
"Invoice No. X remains outstanding. If payment is not made by [deadline], we will be forced to take further steps to recover it."
Optionally, you can add emoticons: 😊 on the first reminder, 😐 on the second and 😠 on the third. The customer will understand the allusion.
Discounts for those on time, penalties for latecomers
The psychology is simple: no one wants to pay more, but everyone likes discounts. You can offer a small discount (e.g. 2-3%) for paying before the deadline. On the other hand, it is worth including default interest in the regulations. Even if you do not charge it right away, its presence alone is motivating.
Account number in red and reminder in the email footer
A little trick – if you want the customer to definitely see the account number, underline it in bold or red on the invoice. You can also add something like this in the footer of each message:
"Please pay your dues on time - it makes our cooperation easier and allows us to complete subsequent projects faster!"
Sometimes all it takes is a gentle suggestion to remind a client that the invoices won't pay themselves.
Telephone – or “do we not understand each other?”
If emails fail, it's worth picking up the phone. Sometimes one short question:
"Good morning, I'm calling about an overdue invoice. Is everything OK?"
can work wonders. The client may simply feel stupid for ignoring the topic, and the transfer will appear the same day.
Blacklist system – let others know who they are dealing with
If a given client is regularly behind on payments, it is worth considering reporting them to the KRD or creating an internal list of companies that are better left untouched. This works both ways – if contractors know that you have a “zero tolerance” approach to non-payers, they will settle their debts more quickly.
The Ultimate Weapon: "Good morning, my name is Mr. Bailiff"
If the client stubbornly ignores the invoice, don't be afraid to take more decisive steps. A demand for payment, transfer the case to a debt collection agency, and ultimately - legal proceedings. Of course, this is the last resort, but it is worth sending a signal that you are not a charity.
If you want customers to pay on time, a combination of courtesy and assertiveness is key. Reminders, encouragements, subtle nudges – all of these make the customer start to treat the payment deadline as more than just a “proposal.”
And if someone still avoids paying? Well, there's always the option of sending a reminder with a gif of a Western sheriff's eloquent stare.
What do you think about these methods? Maybe you have your own tried and tested methods for getting clients to pay on time? Share them in the comments!
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1 Comment
It's easy and pleasant to read. As for the methods themselves, I am all for them and use them every day. Basically, all of them with some modifications. The hardest part is when the services are regular and for small amounts, then such automatic debt collection supported by a real professional debt collection company is the basis of the business. In the WB@pi system, we have exactly that.