How to Invoice as a Tradesperson — Getting Paid on Time

You can be the best tradesperson in your area, but if you cannot get paid reliably and on time, your business will struggle. Late payments are one of the biggest frustrations in the trades — and in many cases, the problem starts with the invoice itself. A vague, incomplete, or delayed invoice makes it far too easy for clients to put off paying.

This guide covers everything you need to know about invoicing as a tradesperson, from what to include to your legal rights when a client does not pay up.

What to Include on Every Invoice

A professional invoice should leave no room for confusion. The client should be able to see exactly what they owe, what it is for, and how to pay. At a minimum, every invoice you send should include the following:

Your business details — your name or trading name, address, phone number, email, and VAT number if applicable. Client details — the client's name and address. Invoice number — a unique sequential number for your records. Date — the date the invoice is issued. Description of work — a clear, itemised breakdown of the work completed and any materials supplied. Total amount due — including VAT if you are registered. Payment terms — when the payment is due (for example, "due within 14 days"). Bank details — your sort code, account number, and account name for bank transfers.

If you are unsure how to structure the description of work, the same principles apply as when writing a quote. Our guide on what to include in a building quote covers how to present your work clearly and professionally.

When to Send Your Invoice

The single biggest thing you can do to get paid faster is to send your invoice promptly. Ideally, you should invoice on the day the work is completed — or at the very latest, the following day. The longer you wait, the lower the priority your invoice becomes in the client's mind. A week after the job is done, they have moved on to other things. Two weeks later, and paying you starts to feel like something they will "get round to eventually."

For larger projects that span several weeks, consider invoicing in stages. You might take a deposit before work begins, invoice at agreed milestones during the project, and send a final invoice on completion. Stage payments protect your cash flow and reduce the risk of a large unpaid balance at the end of the job. This is something worth factoring into your pricing strategy — our guide on how to price a job as a tradesperson covers this in more detail.

Setting Clear Payment Terms

Your payment terms should be agreed before the work starts — not introduced for the first time on the invoice. The most common payment terms for tradespeople are "due on completion" or "due within 14 days." Some tradespeople offer 30-day terms, particularly for commercial clients, but for domestic work shorter terms are perfectly reasonable and expected.

Whatever terms you choose, state them clearly on both your quote and your invoice. If you charge for late payment — and you are legally entitled to do so — include that information too. Clarity upfront prevents awkward conversations later.

Chasing Late Payments

Even with clear terms and a prompt invoice, some clients will pay late. The key is to have a consistent follow-up process rather than hoping for the best. A gentle reminder email or text on the day payment becomes overdue is a good starting point. If there is no response after a week, follow up with a phone call. Most late payments are down to forgetfulness or disorganisation rather than deliberate avoidance, and a polite nudge is usually all it takes.

If the debt persists beyond 30 days, send a formal letter stating the amount owed, the original due date, and a deadline for payment. Keep a record of all communications — you may need them later. Having professional documentation from the start, including a detailed quote and clear invoice, makes this process much smoother.

Your Legal Rights for Late Payment

Under the Late Payment of Commercial Debts (Interest) Act 1998, you have the legal right to charge interest on overdue invoices. The statutory rate is eight per cent above the Bank of England base rate. You can also claim a fixed compensation amount: forty pounds for debts up to one thousand pounds, seventy pounds for debts up to ten thousand pounds, and one hundred pounds for debts above ten thousand pounds.

These rights apply automatically to business-to-business transactions. For domestic clients, your rights depend on the terms you agreed in your contract or quote. This is another reason why having written terms — whether in a formal contract or a detailed proposal — is so important. It gives you a clear legal basis if things go wrong.

Using Accounting Software

If you are still writing invoices manually or using a basic Word template, accounting software can save you significant time and help you get paid faster. Tools like QuickBooks, Xero, and FreeAgent let you create and send professional invoices in minutes, set up automatic payment reminders, track what is owed, and manage your bookkeeping in one place.

Most accounting software also lets you accept online payments directly from the invoice, which removes friction and speeds up payment. The monthly cost is relatively modest and quickly pays for itself through faster cash flow and fewer missed invoices. Running your business efficiently is a key part of growing your trade business over the long term.

Get the Foundations Right

Invoicing is not the most exciting part of running a trade business, but getting it right has a direct impact on your income and your stress levels. Send invoices promptly, include all the necessary details, set clear payment terms from the outset, and follow up consistently when payments are late. The tradespeople who treat invoicing as a professional process — rather than an afterthought — are the ones who get paid on time, every time.