As a creative, you’re not just selling your time - you’re pouring your ideas, energy and creativity into every project. But all that magic can quickly fizzle out when a client ghosts you at invoice time. Chasing payments isn't just frustrating, it can seriously disrupt your cash flow and drain your morale.
So how do you protect yourself from late payers and no-shows? It starts with setting clear expectations up front and using simple, smart processes that make it easier to get paid on time, without damaging client relationships.
1. You Set the Terms, Not the Client
When it comes to getting paid, it’s worth remembering this: you decide your terms of business. Not your client. If someone wants to access your skills, experience and creative magic - they need to agree with how you do business.
Far too many creative business owners (especially in the early days or when work’s a bit slow) feel awkward about asking for payment upfront, splitting invoices into stages or insisting on a signed direct debit mandate. But those are entirely reasonable expectations, and the kind of clients you want to work with won’t bat an eyelid.
In fact, setting clear boundaries makes you look more professional, not less. You don’t need to twist yourself into knots to win every project. You’re allowed to say:
“I take 50% upfront.”
“We don’t start work until the agreement is signed.”
“We use GoCardless for payment - here’s where you enter your bank details.”
There are plenty of good customers out there who’ll respect what you do, value your time and play by your rules. You just need to make those rules visible from the start.
💡 Top tip: Don’t just bury your terms in the footer of your proposal. Highlight the key points in your quotes, onboarding emails or call summaries. Clarity now saves hassle later.
2. Use Contracts, Not Just Emails
It’s tempting to kick things off with a “We’ll sort the paperwork later” attitude, especially with clients you know. But that casual vibe can come back to haunt you.
Use a simple engagement letter or contract, and get it signed before work begins. Tools like Proposify, PandaDoc or even Adobe Acrobat can make this quick and painless.
Not only does this set expectations, it shows you run a professional outfit. Serious clients won’t be put off. Time-wasters will be.
3. Invoice Promptly and Clearly
A vague or confusing invoice is just another excuse not to pay it.
- Break down what’s being billed clearly.
- Reference the project name or agreement.
- Include your payment terms again.
- Add payment options (bank transfer, Stripe, GoCardless, etc.).
- Include your company name and registration/VAT number if applicable.
And don’t delay. Send the invoice as soon as the milestone or project stage is hit. You’ve earned it.
4. Make It Easy to Pay You
The more hoops a client has to jump through to pay you, the more likely it is to fall through the cracks.
- Offer multiple payment options if you can.
- Use tools like GoCardless for recurring payments or Stripe/PayPal for one-off payments.
- For regular clients, suggest a Direct Debit mandate - one form, no more chasing.
Even better? Use accounting software like Xero or QuickBooks to send professional invoices with built-in payment links and automatic reminders.
5. Set Up Automatic Reminders and Follow-Up
Don't rely on memory or sticky notes.
Set up email reminders at:
- 3 days before due date
- On the due date
- 3–5 days overdue
- 7+ days overdue with a firmer tone
And if you still get silence? A polite-but-clear phone call can often nudge things along faster than another email.
6. Trust Your Gut on New Clients
If something feels off - disorganised emails, reluctance to pay a deposit, last-minute ghosting - pause. You’re allowed to say no. Protect your energy for the clients who do respect your work.
Wrapping Up
Late payments can’t always be avoided, but by setting boundaries from the start, using smart tech and following up with confidence, you’ll waste less time chasing cash and spend more time doing great work.
If you need help reviewing your engagement terms or setting up better systems to get paid faster, we're always happy to chat. After all, creative work should be fun - not a fight to get paid.
Need help?
Why not book a meeting with us to discuss your circumstances and see how we can help.
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