How to Collect Payment From a Customer, Faster (With Email Templates)
Timely customer payments keep your business’s cash flow positive and allow you to pay your own expenses on time. When a client doesn’t pay, however, it can do serious damage to your business.
In this article, we’ll show you the best and fastest ways to collect payment from a customer. We’ve even included scripts and templates that you can confidently use in emails or adapt for in-person and phone conversations.
How to collect money from customers: 9 simple tips to follow
1. Ask for client payment up front
Getting paid doesn’t have to wait till the job’s done—just ask for an up-front deposit before you get started. This is a partial payment that helps you maintain positive cash flow, cover project costs, and prevent outstanding invoices from going unpaid.
You can request deposits for new clients, jobs above a certain value, or any project at all. It’s up to you and what works best for your business—and what’s legally allowed in your state.
READ MORE: When to send an invoice
Use this script to ask a new customer for a deposit:
Email template: collect payment before a job
Subject: Invoice [#]: Deposit for [Service]
Hi [Client Name],
The [Business Name] team is excited to begin your project!
I’ve included a copy of the invoice [#] for [Work Description]. The total amount is [$0.00], and we require a deposit of [$0.00] before scheduling a project start date. You can pay this amount by credit card through the client hub on our website.
Please let me know if you have any questions or concerns. We look forward to getting started!
Thank you,
[Your Name], [Business Name]
2. Send convenient digital invoices
It’s easy for customers to misplace a print invoice, which makes it harder for them to pay. You can avoid that problem—and save time writing invoices—by sending a digital version.
Digital invoices are quick to create and even faster to send directly to a client’s email inbox.
Because they start from a template, digital invoices cover all the details of a completed job, like client information, line item costs, total amount owed, and payment terms.
READ MORE: What to include on an invoice: must-haves to get paid
Not sure what to say when sending a digital invoice? Use this email template as a starting point to help you politely (but firmly) ask for payment:
Email template: send invoice to collect payments from customers
Subject: Invoice [#] for [Service] due [Date]
Hi [Client Name],
Attached is [Business Name]’s invoice for [Service]. Please note that this amount is due in full no later than [Due Date]. If you have any questions or concerns, please let me know.
Thank you,
[Your Name], [Business Name]
3. Give customers multiple ways to pay
Having multiple invoice payment options can help you get paid faster and make your business look more legitimate. Make it easy for clients to pay the way they prefer, like cash, check, debit or credit card, or e-transfer.
Use this email template to tell customers which payment methods you accept:
Email template: communicating payment methods
Subject: Invoice [#] for [Service] due [Date]
Hi [Client Name],
Attached is [Business Name]’s invoice for [Service]. This amount is due in full no later than [Due Date]. Please pay using one of these options:
Visit our office and make a payment with cash, debit, or credit card
Write a check to [Business Name] with your invoice number in the memo line
Go to our client hub at [URL] and pay online with a credit card
If you have any questions or concerns, please let me know.
Thank you,
[Your Name], [Business Name]
You might prefer one type of payment, even if you offer multiple ways to pay.
For example, some businesses prefer to only offer online payments because they’re convenient for both their customers and their business.
You can still offer multiple ways to pay with a single payment type. Just use this email template:
Email template: collecting payment by credit card
Subject: Credit card payment for [Service]
Hi [Client Name],
[Business Name] is transitioning our clients toward credit card payment for accounting and tax compliance purposes. As of [Date], we ask that you make all payments via a credit card going forward.
You will have the option to manually make each payment or allow us to securely store your credit card number on file for recurring payment.
Please feel free to contact me if you have any questions or concerns. Thank you for choosing [Business Name] and we look forward to continuing to work with you!
Thank you,
[Client Name], [Business Name]
4. Communicate clear payment terms
When a customer knows when and how to pay, they’re more likely to do it. Your invoice’s payment terms provide that information.
These terms go on the invoice itself and should include:
- Date when the invoice was issued
- Total amount due, including taxes
- Payment deadline
- Payment methods and instructions
READ MORE: What does net 30 mean on invoices?
Use this template to communicate your payment terms to customers:
Email template: invoice email with payment terms
Subject: Invoice [#] for [Service] due [Date]
Hi [Client Name],
Attached is [Business Name]’s invoice for [Service]. Please note that this amount is due in full no later than [Due Date].
We accept payment by cash, check, or credit card. To pay by credit card, visit our website at [URL] and log in to your client hub. Checks must be made out to [Legal Business Name] with your invoice number in the memo line.
If you have any questions or concerns, please let me know.
Thank you for your business!
[Client Name], [Business Name]
5. Provide early payment incentives
There’s only one thing better than a paid invoice, and that’s an invoice paid early.
Encourage customers to pay before the payment due date by offering an incentive like a 5% discount on the service being billed, or a 20% discount on future service.
You may also have the option to charge a late fee or interest on a late invoice, depending on your local business legislation and any restrictions in your area.
Given the choice between a discount and a penalty, customers are more likely to choose the discount. Use this template to encourage customers to pay before their invoice is due:
Email template: collect payments before the due date
Subject: Invoice [#] for [Service] due [Date]
Hi [Client Name],
Attached is [Business Name]’s invoice for [Service]. Please note that this amount is due in full no later than [Due Date].
If payment is made on or before that date, it will be eligible for a [0]% discount totalling $[0.00]. This would make your bill $[0.00] if paid by or before [Date].
If you have any questions or concerns, please let me know.
Thank you,
[Client Name], [Business Name]
6. Offer a flexible payment schedule
Collecting payments doesn’t have to be a one-time thing. You can offer financing to customers and allow them to make several smaller payments instead of one large lump sum.
By offering financing, your small business can win more quotes and improve cash flow. Your customers will also appreciate how your services now fit within their budget.
You can use this email template to offer payment options to customers:
Email template: offer customer financing
Subject: Estimate [#]: Payment Options for [Service]
Hi [Client Name],
Attached is [Business Name]’s estimate for [Service].
We can offer the following options for installment payments, if needed:
- 3 monthly payments of $[0]
- 6 biweekly payments of $[0]
- 12 weekly payments of $[0]
If financing is required, we will include your preferred payment schedule in our client agreement and the first payment will be due on project completion.
Let me know if you’d like to proceed with the project and we can add that to our schedule right away.
Thank you,
[Client Name], [Business Name]
You can also choose to offer consumer financing through a lending partner like Wisetack. This means you get paid in full when the work is done—no worrying about collecting payment.
7. Follow up on invoices
Even when you follow our earlier tips, you may still run into customers who don’t pay their invoices on time—and chasing them for payment can feel awkward and stressful.
Invoice reminders are a great way to nudge customers who forgot to pay. They also create a sense of urgency for any customers who might have been delaying for a reason.
Either way, you can collect late payments stress-free with this overdue payment reminder:
Email template: overdue payment reminder
Subject: Overdue payment reminder from [Business Name]
Hi [Client Name],
This is just a friendly reminder that the $[0] payment for invoice [#] was due on [Due Date]. I’ve reattached the invoice for your reference.
We accept payment by cash, check, or credit card. To pay by credit card, visit our website at [URL] and log in to your client hub. Checks must be made out to [Legal Business Name] with your invoice number in the memo line.
Please contact me if you have any questions about the invoice.
Thank you,
[Client Name], [Business Name]
Sometimes customers just won’t pay, despite your best efforts. Your next move is to take legal action—send their bill to a collection agency, fire them as a client, and bring in new clients who will actually pay.
8. Send proof of payment
Once an invoice is paid, send the customer a receipt immediately as proof they paid their bill. This is essential for everyone’s records in case there’s an issue or dispute later on.
Your receipt contains all the same information as your invoice, like customer details, service line items and costs, and total amount paid. It also clearly states that payment has been received.
You can attach the receipt to your customer service follow-up email, or send this email template on its own:
Email template: receipt for paid invoice
Subject: Receipt for Invoice [#]
Hi [Client Name],
We received your payment for Invoice [#]! Your balance is paid in full and a receipt is attached as proof of payment.
Thank you for choosing [Business Name]. We look forward to working with you again soon.
[Client Name], [Business Name]
9. Use invoicing and payment software
Invoicing software like Jobber helps you with the payment tips in this article, like sending digital invoices, communicating payment terms, and following up with customers. It can also help you:
- Convert an estimate or work order into an invoice with one click
- Send multiple invoices at once to different customers by email or snail mail
- See open and overdue invoices and send reminder emails automatically
- Connect your invoicing to your accounting by syncing with QuickBooks Online
- Monitor and report on the financial health of your small business
Sign up for your free 14-day trial of Jobber and find out how easy it can be to collect payment from customers.
READ MORE: “I almost lost a $2,000 invoice”: how this arborist got organized
Originally published July 2017. Last updated on November 22, 2022.