Send a written quote every single time, even for small jobs. A WhatsApp message saying ‘yeah about 200 euro’ is not a quote. Use a simple template with your business name, VAT number if registered, a clear scope of works, and a total price. It removes the ‘that is not what you said’ conversation later.

Agree payment terms in writing before work begins. State clearly on your quote when payment is due, for example ‘balance due on completion’ or ‘seven days from invoice date’. If the customer signs or replies accepting the quote, that is your paper trail.

Take a deposit on any job over a few hundred euro. A deposit of 20 to 30 percent is standard and completely normal in trades. It screens out time-wasters, covers your materials from Woodies or the merchant, and means you are never fully out of pocket if something goes sideways.

Confirm the deposit is cleared in your account before you buy materials. A screenshot of a transfer is not money in your account. Bank transfer can take a day, and card payments can be reversed. Check your actual balance before ordering.

Include every detail the customer or their accountant needs on the invoice. That means your business name and address, your VAT registration number if you are VAT registered, the customer’s name and address, an invoice number, the date, a description of the work done, and the total broken down into labour, materials, and VAT if applicable. Missing any of these gives someone an excuse to delay.

Reference the original quote number on the invoice. If a customer queries the price, you want to be able to point straight back to the document they already agreed to. Numbering both means there is no confusion about which job you are billing for.

List your payment methods clearly on every invoice. Include your IBAN for bank transfer, and if you take card payments via SumUp or Stripe, say so. The fewer steps a customer has to figure out to pay you, the faster the money arrives.

State your late payment charge on the invoice. Under Irish law you are entitled to charge interest on overdue business invoices under the European Communities (Late Payment in Commercial Transactions) Regulations. Even just printing ‘interest will apply to late payments’ prompts people to pay on time.

Send the invoice the same day you finish the job. The customer is happiest right now, the work is fresh in their head, and they are expecting it. Every day you wait, their enthusiasm cools and other bills land in front of yours.

Send it by email, not just WhatsApp. Email creates a thread that is harder to ignore, lands in an inbox rather than a busy chat, and is easier for a customer to forward to their own accountant or partner. Use a free tool like Invoice Ninja, Sage, or even a simple PDF from Canva if you are not ready for software yet.

Follow up with a polite text or call if the invoice is three days overdue. Do not wait until it is 30 days gone. A simple message saying ‘Hi John, just checking the invoice for the bathroom job landed okay, happy to answer any questions’ is not pushy, it is professional, and it usually gets a same-day response.

Carry a card reader to every job. A SumUp or Square reader costs very little and means a customer can pay the balance the moment you pack up your tools. Saying ‘I only take bank transfer’ and then waiting two weeks is a choice you can easily stop making.

Do not hand over keys, access codes, or completed work until the balance is settled on residential jobs. This is not rude, it is just how business works. A new kitchen, a finished attic conversion, or a freshly installed alarm system is leverage you no longer have once the customer is inside enjoying it.

Send a formal overdue notice at 14 days, then again at 30 days. Keep the tone professional but firm. The second notice should clearly state the total outstanding, the original due date, and that you will pursue the matter further if it is not resolved within seven days. Many invoices get paid at this point because the customer realises you mean it.

Use the Small Claims Court for residential debts up to 2,000 euro. The online process through the Courts Service of Ireland costs very little to file and does not require a solicitor. It is not the nuclear option, it is a normal part of running a business, and most people pay up the moment they receive the court paperwork.

Trust your gut on customers who push back hard on deposits before you have even started. A customer who argues about a 20 percent deposit on a 5,000 euro job is showing you exactly how the final payment conversation is going to go. It is fine to walk away from jobs that feel wrong before you spend a day on them.

Keep a simple record of every job, quote, deposit, and payment in one place. A basic spreadsheet or a free tier of accounting software like Wave or Surf Accounts is enough. At tax time and when chasing debts, knowing exactly where every job stands will save you hours.