How to Get Paid Faster: 10 Tips for NZ Small Business Owners

Late payments kill small businesses. You've done the work, sent the invoice, and now you're waiting... and waiting... and waiting.

Sound familiar?

The average small business in NZ waits 42 days to get paid - that's nearly 6 weeks! Meanwhile, you've got bills to pay, materials to buy, and payroll to meet.

Here are 10 proven ways to get paid faster without damaging customer relationships.

1. Invoice Immediately (Same Day If Possible)

The rule: The faster you invoice, the faster you get paid.

Why it works:

• Job is fresh in customer's mind
• Less chance they've spent the money elsewhere
• Shows you're organized and professional

Tool tip: With mobile invoicing software like Paymate, you can create and send invoices from your phone while still in your van.

2. Make Payment Ridiculously Easy

The problem: "I'll pay you when I get home" often turns into "I'll pay you next week."

The solution: Accept multiple payment methods.

Payment options to offer:

• Bank transfer (include account details on invoice)
• Credit card (use Stripe, Square, or bank merchant services)
• Buy Now Pay Later (Afterpay, Zip for larger jobs)
• Cash (for small jobs)

Payment Options:
Bank transfer: 12-3456-7890123-00
Credit card: Click link below
Cash: Bring to office Mon-Fri 9am-5pm

Pro tip: Customers pay faster when paying is one click away.

3. Offer a Small Discount for Fast Payment

The incentive: "2% discount if paid within 7 days"

Why it works:

• Customers love discounts
• Gets you cash in hand faster
• 2% discount is cheaper than waiting 60 days (cash flow cost)

Total: $2,000
2% discount if paid by Jan 14: $1,960
Otherwise due: Jan 28

Math check: Is 2% worth it?

• If you normally wait 45 days to get paid
• But 2% discount gets you paid in 5 days
• You save 40 days of cash flow stress
• You can use that $1,960 to pay your own bills or take another job

4. Require Deposits (Especially for Big Jobs)

The deposit rule:

• Small jobs (under $500): Payment on completion
• Medium jobs ($500-$5,000): 50% deposit
• Large jobs ($5,000+): 50% deposit, progress payments

• Proves customer is serious
• Covers your material costs
• Reduces risk of non-payment

Payment Terms:
50% deposit to secure booking: $2,500
25% on completion of framing: $1,250
25% on final completion: $1,250

Pro tip: Make it clear in your quote that work doesn't start until deposit is received.

5. Set Clear Payment Terms (Net 7, Not Net 30)

The problem: "Net 30 days" has become the default, but that's terrible for cash flow.

The solution: Tighten your payment terms.

Recommended terms:

• Net 7 days: For regular customers, small businesses
• Payment on completion: For one-off jobs, new customers
• COD (cash on delivery): For customers with payment history issues

Payment due: 7 days from invoice date (22 January 2026)
Late payment fee: $50 + 2% per month after due date

Important: Put payment terms on both quotes and invoices. No surprises.

6. Send Friendly Payment Reminders

The reality: Most late payments aren't malicious - customers just forget.

The reminder schedule:

Day 1 (Invoice sent): "Invoice sent - due in 7 days"

Day 5 (2 days before due date): "Friendly reminder: Invoice #1234 due in 2 days"

Day 7 (Due date): "Invoice #1234 due today - payment link below"

Day 10 (3 days overdue): "Overdue notice: Invoice #1234 was due 3 days ago. Please pay ASAP to avoid late fees."

Day 14 (1 week overdue): "Final notice: Invoice #1234 is 7 days overdue. Late fee of $50 applied. Call me to discuss: 021 234 5678"

Tone tips:

• Days 1-7: Friendly, helpful
• Day 10: Firm but polite
• Day 14: Professional but serious

7. Use Automated Reminders (Stop Chasing Manually)

The problem: Manually tracking who owes what and sending reminders is exhausting.

The solution: Use invoicing software that sends automatic reminders.

How it works:

1. You send the invoice
2. Software automatically sends reminder 2 days before due date
3. Software sends reminder on due date
4. Software sends overdue notices at 3, 7, and 14 days late
5. You only get involved if they still haven't paid

Paymate Pro Tip: Paymate sends automatic payment reminders so you never have to chase invoices manually.

8. Charge Late Payment Fees (And Actually Apply Them)

The deterrent: "Late payment fee: $50 + 2% per month"

Why it works:

• Gives customers a reason to prioritize your invoice
• Compensates you for cash flow disruption
• Shows you're serious about payment terms

• Fee is stated on the invoice
• Fee is reasonable (not punitive)
• Customer agreed to terms

Original invoice: $2,000
Due date: 15 January
Payment received: 30 January (15 days late)
Late fee: $50
New total: $2,050

Important: Only apply late fees if you stated them upfront. Don't surprise customers.

9. Stop Working for Serial Late Payers

The hard truth: Some customers will always pay late. Don't let them ruin your cash flow.

Red flags:

• Pay every invoice 30+ days late
• Make excuses every time
• Require constant follow-up

Option 1 - Tighter terms: "Hi John, I've noticed invoices have been paid late consistently. Moving forward, I'll need 100% payment upfront or COD."

Option 2 - Fire the customer: "Hi John, unfortunately I won't be able to take on new work until outstanding invoices are cleared."

Reality check: Losing a late-paying customer is better than constantly chasing money.

10. Make Your Invoices Impossible to Ignore

The problem: Bland invoice emails get buried in inboxes.

The solution: Make your invoice stand out (in a good way).

Email subject lines that work:

• ❌ "Invoice 1234"
• ✅ "Invoice for your bathroom renovation - due 22 Jan"
• ✅ "Action required: Invoice due in 7 days"

• Use your logo: Branded invoices look professional
• Highlight the total: Make it big and bold
• Add a payment button: "Pay Now" link in bright color
• Include late fee warning: "Late fees apply after [date]"

Subject: Invoice #1234 - Deck build - Due 15 Jan
Hi Sarah,
Thanks for choosing Thompson Building! Here's your invoice for the deck project we completed last week.
Total: $8,500
Due: 15 January 2026
[PAY NOW BUTTON]
Payment options:
Bank transfer: 12-3456-7890123-00
Credit card: Click "Pay Now" above

Questions? Call me: 021 234 5678
Cheers,
Mike Thompson

Bonus Tip: Get Everything in Writing

Before you start work:

• Send a quote
• Get written approval (email is fine)
• Confirm payment terms

• No disputes about scope or price
• Customer can't claim they "didn't agree to that"
• Easier to enforce payment if needed

Summary: Your Fast Payment Action Plan

Before the job:

• ✅ Send clear quote with payment terms
• ✅ Require deposit for jobs over $500
• ✅ Get written approval

• ✅ Invoice same day
• ✅ Make payment easy (bank transfer, card, etc.)
• ✅ Offer 2% discount for payment within 7 days

• ✅ Send friendly reminders (automated is better)
• ✅ Apply late fees if stated
• ✅ Stop working with serial late payers

Tools That Help You Get Paid Faster

What you need:

1. Invoicing software (send professional invoices fast)
2. Payment reminders (automatic is best)
3. Online payment options (let customers pay in one click)

Start Getting Paid Faster →

Related Articles:

• GST Invoicing Requirements in New Zealand
• How to Write Professional Quotes That Win Jobs
• Quote vs Invoice: What's the Difference?