How tradies can get paid faster: invoicing habits that work

Tradies get paid faster when payment is sorted before the job starts, not chased after it ends. That means clear terms on the quote, a deposit on bigger jobs, an invoice sent from site the day the work is done, a link the customer can pay in two taps, and reminders that go out on their own. When invoices run late, one of those steps has usually been skipped.

None of this needs fancy software. It needs a routine you stick to on every job.

Set payment terms before you start

If the customer first hears about your payment terms on the invoice, you’re already behind. Put them on the quote and get them accepted before you start.

Keep the terms short and plain:

• When payment is due: on completion, within 7 days, or at agreed stages.
• How to pay: card link, bank transfer or PayID.
• Any deposit, and when it’s due.
• For bigger jobs, what triggers each progress payment.
• What happens if payment is late, if you’ve decided on a late fee.

Then say it out loud when you accept the job. “We invoice on the day we finish, and it’s due within seven days. Easiest way is the card link on the invoice.” One sentence on the phone saves a lot of awkward texts later. If you are still choosing a card provider for those links, compare Stripe or Square.

For domestic work, shorter terms are normal and reasonable. Homeowners aren’t running 30-day accounts. Seven days or payment on completion is common.

Take a deposit on bigger jobs

A deposit does two things. It covers your materials so you’re not funding the customer’s job out of your own pocket, and it confirms the customer is serious. People who’ve paid a deposit don’t ghost you on start day. Put the deposit on the quote itself, and mention it again when you follow up the quote.

Check the rules for your state and type of work first. Deposit limits apply to regulated domestic building work in several states. For example:

• In Queensland, the QBCC sets the maximum deposit for regulated domestic building work at 10% for contracts under $20,000 and 5% for contracts of $20,000 or more, with limited exceptions.
• In New South Wales, NSW Fair Trading says the deposit for residential building work can’t be more than 10% of the contract price.

Other states have their own rules, and they can depend on the job value and type of work. Check with your state’s building or fair trading regulator before you set a deposit amount. This is general information, not legal advice.

For jobs outside those rules, like supply-heavy work where you’re buying expensive gear upfront, a deposit that covers materials is a reasonable ask. Put it on the quote, and don’t order materials until it’s paid.

Invoice on the day, from site

The longer you wait to invoice, the longer you wait to get paid. An invoice that turns up two weeks after the job feels like an afterthought, and the customer treats it that way.

Send it before you leave site, or that night at the latest. If your quoting or job app can turn the quote into an invoice in a couple of taps, use it. If it can’t, that’s worth fixing.

A good invoice is easy to check and easy to pay:

• Your business name, ABN and contact number.
• The job address and a short description of the work.
• Any variations listed separately, with what was agreed.
• The due date as an actual date, not “7 days”.
• A pay-now link at the top, with bank details as a backup.

Take a couple of photos of the finished work and keep them with the job. If there’s ever a question about what was done, you’ve got the answer.

Make paying easy: card and pay-now links

Every extra step between “I should pay that” and “paid” costs you days. Copying a BSB and account number into a banking app is a step. Remembering to do it tonight is another.

A pay-now link lets the customer pay by card from the email or text in under a minute. Most invoicing and payment tools can add one. You can also take payment on the spot with a card reader or tap-to-pay on your phone, which works well when the customer is home when you finish.

On card fees: according to the Australian Small Business and Family Enterprise Ombudsman, since 1 October 2026 businesses can no longer add a surcharge when customers pay by eftpos, Mastercard, Visa or American Express. If your invoices still carry a card fee line, take it off. Many tradies find that getting paid on the day is worth more than the fee anyway.

A reminder schedule that runs itself

Chasing payments by hand is where most tradies fall down. Not because they don’t care, but because they’re on the tools all day and it’s the last thing they think about at 8pm.

Set up automated reminders once, and they go out on time every time. A schedule that works for most domestic jobs:

1. Day 0. Invoice sent from site with a pay-now link.
2. Two days before due. Friendly text: “Hi Sarah, just a reminder your invoice for the hot water install is due Friday. Here’s the link to pay: [link]. Thanks, Dave.”
3. Due date. Short email: “Your invoice is due today. You can pay here: [link].”
4. Three days overdue. Text: “Hi Sarah, your invoice from last week is now overdue. Can you sort it today? Link: [link]. Call me if there’s a problem.”
5. Seven days overdue. Phone call. Often an overdue invoice has simply been forgotten, not disputed, and a quick call sorts it.
6. Fourteen days overdue. Final notice in writing (see below).

Make sure the reminders stop the moment the invoice is paid. Nothing annoys a good customer more than a “you’re overdue” text the day after they paid. That’s why reminders should run from your invoicing system or CRM, which knows what’s been paid, not from a calendar.

What to say when an invoice is overdue

Keep it calm, short and factual. You’re not accusing anyone. You’re making it easy for them to fix.

When you call, ask if there’s a problem with the work. If there is, you want to know now, and fixing it often gets you paid. If there isn’t, ask when they’ll pay and confirm it by text straight after: “Thanks Sarah, as discussed you’ll pay the $1,850 by Thursday. Link here: [link].”

If they can’t pay in full, a short payment plan in writing beats a long silence. Agree the amounts and dates and send them a confirmation.

The final notice should be firm but polite, in writing, and include:

• The invoice number, amount and original due date.
• A new deadline, usually seven days.
• How to pay.
• What you’ll do next if it isn’t paid, such as referring it to a debt collector or lodging a claim.

Only state a next step you’re actually prepared to take.

When to escalate

If the final notice deadline passes with no payment and no contact, it’s time to escalate. Your options depend on the amount and your state:

• Get help early. The ASBFEO and state small business commissioners can point you to dispute support and options for your situation.
• Small claims. State tribunals and local courts handle smaller debt claims, usually without needing a lawyer. Each state has its own process and limits.
• Debt collectors. They charge a fee or a cut, but can be worth it for larger amounts you’re unlikely to recover yourself.
• Subcontractors. If you’re working for a builder rather than a homeowner, your state’s security of payment laws may give you a faster path. Check your state regulator.

Weigh the time against the amount. For a small invoice, a written-off debt and a lesson about deposits can cost less than a month of chasing.

Set it up once this week

Pick one quiet afternoon and do the lot: add payment terms to your quote template, set a deposit rule for jobs over a certain size, add a pay-now link to your invoice template, and switch on a reminder schedule. Then test it on your next job.

If you want payments and invoicing connected to your quotes and reminders so it runs without you, we set this up for trades businesses.