Getting Paid Faster: Invoice Tips for Irish Contractors

Waiting 60, 90, or even 120 days to get paid is all too common for Irish contractors. But it doesn't have to be this way. Here are proven tactics to speed up payments and protect your cash flow.

Invoice the Same Day

This is the single most important thing you can do. Studies show invoices sent on the day of completion get paid 30% faster than those sent a week later.

Why? The customer remembers the work, sees the value fresh, and your invoice doesn't get buried in a pile. "Out of sight, out of mind" is real — don't let your invoice become invisible.

Best practice: Send the invoice before you leave the site. With TradeTime, this takes 60 seconds on your phone.

Set Clear Payment Terms

If you don't specify when payment is due, customers assume they have unlimited time. State your terms clearly on every invoice:

• "Payment due on receipt" — expected immediately
• "Due within 7 days" — standard for residential work
• "Net 14" — common for smaller commercial jobs
• "Net 30" — typical for larger commercial contracts

Shorter terms mean faster payment. If a customer expects Net 30, make sure you've agreed to that before starting the work — not discovered it when chasing payment.

Get Deposits Upfront

For larger jobs, deposits are essential:

• 30-50% upfront for jobs over €1,000
• Material costs covered before ordering expensive items
• Stage payments for multi-week projects (e.g., 40% start, 40% mid-point, 20% completion)

Deposits protect your cash flow and demonstrate customer commitment. Serious customers understand this; those who refuse might be trouble anyway.

Make Payment Frictionless

Remove every barrier to payment:

• Multiple options: Bank transfer, card payment, even cash if needed
• Clear bank details: IBAN and BIC prominently displayed on every invoice
• Payment links: Include a "Pay Now" button that takes them straight to payment
• QR codes: Let customers scan and pay instantly on their phone

The easier it is to pay, the faster people pay.

Follow Up Systematically

Most late payments aren't malicious — people forget, lose emails, or deprioritise invoices. A polite follow-up usually works:

Day 3 overdue

Quick, friendly nudge: "Hi [name], just checking you received my invoice for the work at [address]. Let me know if you have any questions."

Day 7 overdue

Phone call: "Following up on invoice #123 sent on [date]. The total is €X and it's now a week past due. Can we sort payment today?"

Day 14 overdue

Firmer email: "This is a reminder that invoice #123 for €X is now 14 days overdue. Please arrange payment within 7 days."

Day 21+ overdue

Formal notice: "Final notice before escalation. Invoice #123 for €X is now [X] days overdue. If payment isn't received within 7 days, we'll need to pursue further action."

Automation helps: TradeTime can send follow-up reminders automatically, so you don't have to remember or feel awkward.

Know Your Rights

For business-to-business (B2B) transactions, EU late payment rules protect you:

• Interest: You can charge 8% above the ECB rate on overdue amounts
• Compensation: You're entitled to €40 minimum for recovery costs
• Payment term limits: Maximum 60 days for business customers (30 days for public bodies)

Include a statement on your invoices: "Late payments may incur interest and recovery costs in accordance with the Late Payment in Commercial Transactions Regulations."

Deal with Repeat Offenders

Some customers are always late. Options include:

• Require payment upfront: "Based on previous experience, I require full payment before starting work"
• Cash on completion: No more invoicing — payment before you leave
• Adjust your pricing: Factor in the cost of chasing payment
• Fire them: Some customers aren't worth the hassle

Prevent Problems Before They Start

• Clear quotes: Agree price and payment terms before starting
• Written confirmation: Email summary of what was agreed
• Check creditworthiness: For large commercial jobs, do your homework on the client
• Trust your gut: If something feels off, ask for more upfront

Professional Invoices Help

A professional invoice signals a professional business. It should include:

• Your business name, address, and contact details
• Clear invoice number and date
• Itemised breakdown of work
• VAT details (if registered)
• Payment terms and due date
• Bank details or payment link

Handwritten invoices and Word documents look amateur. Use proper invoice software — it pays for itself in faster payments.

Action Steps

1. Start invoicing on the day of completion
2. Add clear payment terms to every invoice
3. Set up automatic payment reminders
4. Require deposits on jobs over €1,000
5. Follow up promptly and consistently

Cash flow is the lifeblood of your business. Don't let it depend on customers remembering to pay. Take control, and watch your bank balance improve.