Freelancing is great because you're your own boss, you get to choose jobs that you want to accept and you don't have to answer to anyone but yourself and your clients. You get to do the work you enjoy with dedication and focus without worrying about being bossed around by anyone besides your clients.
But, the problem with freelancing is that sometimes when you get your client's work done, they pay you on time, however, most of the time, they don't. Maybe at first, you hoped that the client just needed some time, and you'll be getting your payment soon. But, as time passes and your payment is still not processed, you start realising that maybe you have to go and ask them about it.
That's when the anxiety kicks in. You start overthinking every time you draft an email and you start worrying if you're being rude which eventually just further delays the payment process.
So, skip the overthinking and use the following guidelines on how to professionally ask your client for payment without being rude:
#1 Send them the invoice immediately after work is done
The quicker you send them the invoice, the less time you have to wait for the payment. Prepare the invoice before sending them your completed work and once everything is settled, immediately hit that send button.
#2 Make it as easy as possible for them to pay you
Make sure to clarify with them the payment option they want and include all the details needed for them to make the payment when sending them the invoice. It will also be great if you could also include clear instructions on how to make the payment so that it will be easier for them to do so. And dont forget to include a timeline or due date (e.g. 10 working days) for the payment to be made.
#3 Create a contract
While invoices aren't always legally binding, a contract is. Having a contract is a safer option when working with clients. Make sure that within the contract you include the job you're doing for the company and the payment amount you are to receive when the work is completed. That way if they don't pay you, you can take legal action against them
#4 Check with your client if they have received your invoice
To avoid any misunderstandings, if you've sent them your invoice and did not receive any reply, make sure to email them again and check with them if they've received it or if there were any problems with it. Here's an email template you can try:
#5 Send them reminders before and after the due date
To ensure that you get paid on time, you need to take some proactive action which is sending your clients some reminder emails before and even after the payment due date. This is an effective way to make sure that your client pays on time. Here's when to send the payment reminders:
- a week before the payment due date
- the day of the payment due date
- a week after the payment due date
- two weeks after the payment due date
These regular email intervals show your client that while you are polite and patient, you are also professional when it comes to your payments.
#6 Call the client directly
If it has been a month, and you still have not received any payment, you need to call the client and straighten things out. While it might seem a little awkward and very intimidating, you have to do it if you want to get paid.
When calling, make sure you identify yourself and explain in a calm and polite manner about the late payment. Explain also how you've tried reaching out through email multiple times but got no response. If possible try and get them to pay you over the phone through credit card or direct transfer to your account. If not, get a confirmation on the date and payment method.
Make sure you remain calm and professional throughout the call and always thank them for their time.
Have you ever encountered a client that refused to pay you even though you did you end of the deal? Share your experience in the comments section.
