Payment terms for a small job
Payment terms Payment of [total] is due on completion of the work, by bank transfer or card. Please use [quote number] as the reference.
Deposits and payment terms that get you paid
Most payment problems start with terms nobody agreed. Put them on the quote, keep them simple, and you’ll chase far less.
Getting it right
- Put the terms on the quote. When the customer accepts, they’ve agreed to them. Don’t introduce new terms on the invoice.
- Tie any deposit to something real. Materials you’ll order or a start date you’re holding. It’s easier to explain and easier to agree.
- Use stages for longer jobs. Link each payment to a clear point in the work, so nobody argues about whether it’s due.
- Say how to pay. Bank details and the reference to use. The easier it is, the faster you’re paid.
- Say when it’s due. “On completion” or “within 7 days of invoice”. Then invoice the same day.
If you agree a job in the customer’s home or by phone or email, remember their 14-day cancellation right: a deposit taken during that time is refundable if they cancel before work starts.
Wording to copy
Paste into your quote, then fill in the [square brackets].
Payment terms with a deposit
Payment terms A deposit of [amount] is due when you accept this quote, to cover materials ordered for your job. The balance of [amount] is due on completion. Payment by bank transfer to [account name], quoting [quote number].
Stage payments for a bigger job
Payment terms • [amount] when you accept this quote • [amount] when [stage, e.g. the walls reach roof height] • [amount] on completion Each stage is invoiced when it is reached and is due within [number] days.
Asking for the deposit
Subject: Deposit for [the job]
Subject: Deposit for [the job] Hi [Name], Thanks for accepting the quote for [the job]. To book your start date of [date] and order materials, please pay the deposit of [amount] to: [Account name] [Sort code] · [Account number] Reference: [quote number] I’ll confirm as soon as it arrives. Thanks, [Your name]
Still waiting to be paid? Use the payment reminder templates.
More free guides
What to send customers after a jobThank-yous, check-ins and reminders that bring repeat work.Quote follow-up email templates for tradespeopleCopy-and-paste emails for every stage after you send a quote.How to write a quote that gets acceptedA checklist of what to include so customers trust your price.Free follow-up writerWrite a follow-up for any quote in seconds.