Why most invoices get ignored

A bad invoice is easy to ignore. No due date, vague line items, no payment instructions — a debtor's dream. If your invoices are slow to get paid, there's a good chance the problem starts before you even send it.

Here's how to fix that.

The basics every invoice must have

Your full business name and GST number (if registered)
Your bank account number — don't make them hunt for it
The client's name and address (not just the job site)
A clear invoice number
Issue date and due date — always include both
A breakdown of work completed with quantities and rates
The total amount including GST

Set a real due date — not just "30 days"

Vague terms like "net 30" mean nothing to a busy builder's bookkeeper. Write an actual date: "Payment due by 15 June 2025." It's harder to ignore.

For most trade work, 7–14 days is standard. If you've been running 30-day terms and getting burned, tighten them.

Make payment easy

The fewer steps between your invoice and their payment, the better. Include:

Your bank account details on every invoice
A reference they should use (invoice number or job number)
Your preferred payment method upfront

If you accept credit card, say so. Some clients will pay faster if they can tap a card.

Send it the same day the job is done

Invoicing same-day signals professionalism and keeps the job fresh in the client's mind. Waiting a week gives them time to find reasons to dispute it.

Follow up before it's late

Send a polite reminder 2–3 days before the due date. Not chasing — just a reminder. Most late payments happen because someone forgot, not because they're avoiding you.

What to do when it's overdue

If the due date passes with no payment:

Day 1 overdue: Send a brief, firm reminder
Day 7: Follow up by phone
Day 14: Written formal demand
Day 21+: Consider a professional follow-up service

The longer you leave it, the harder it gets. Act early.