# How to Get Paid Faster as a Contractor

Contractors get paid faster by setting payment terms in writing before the job, collecting a deposit where allowed, invoicing the day the work is done, taking card and ACH payments on site, billing longer jobs in stages, and sending automatic reminders before and after the due date. Each step cuts days off your average collection time.

## Key takeaways

- The biggest delays happen before the invoice exists: unclear terms, no deposit, and invoices sent days after the job.
- Collect on site for residential service. A card reader or payment link in the truck beats any collections process.
- Bill longer jobs in stages with [progress billing](https://www.brix.so/learn/progress-billing) so you're never carrying the whole job.
- Automate reminders: before the due date, on it, and every week after.
- Measure [days sales outstanding](https://www.brix.so/learn/days-sales-outstanding) monthly so you know whether the changes work.

## Why do contractors get paid slowly?

Usually because the payment process was never designed. The estimate didn't say when payment was due, the invoice went out a week after the job from the kitchen table, it listed a mailing address instead of a pay link, and nobody followed up until the owner noticed the bank balance. Each of those adds days. Fixing the process is worth more than getting tougher on customers.

> **What a slow process costs: an HVAC example**
>
> Illustrative numbers. An HVAC company bills $150,000 a month on net 30 terms and averages 48 days to collect.
>
> Daily billings are $5,000. Every day cut from collection time frees $5,000 of cash permanently.
>
> Moving from 48 to 33 days (same-day invoicing, pay links, reminders) frees 15 × $5,000 = **$75,000** that was sitting in customers' accounts. Check your own number with the [DSO calculator](https://www.brix.so/tools/dso-calculator).

## 12 ways to get paid faster

1. **Put payment terms on the estimate, not just the invoice.** Due on completion, net 15 or net 30, deposit amount, accepted payment methods and any late fee. Customers who agreed to terms before the work rarely argue after. See our [estimate template](https://www.brix.so/templates/estimate-template).
2. **Collect a deposit where your state allows.** A deposit covers materials and commits the customer. Several states cap deposits on home improvement contracts, so check [contractor deposit laws](https://www.brix.so/learn/contractor-deposit-laws) before you set a percentage.
3. **Invoice from the truck, the same day.** An invoice sent at 4 p.m. on the day of the job starts the clock a week earlier than one sent next Friday. Include photos, the work performed and the agreed price. See the [invoice template](https://www.brix.so/templates/invoice-template).
4. **Take payment on site.** For residential service, the technician should be able to take a card, ACH or a payment link before leaving. The customer is standing there, happy, with the problem fixed. That's the easiest moment to get paid.
5. **Offer financing on big tickets.** On replacements and remodels, a financing option means the lender pays you at install while the customer pays monthly. The [customer financing calculator](https://www.brix.so/tools/customer-financing-calculator) shows what the monthly payment looks like.
6. **Bill longer jobs in stages.** Anything over a couple of weeks should have milestones or monthly [progress billing](https://www.brix.so/learn/progress-billing). On commercial work, get your pay application in by the contract deadline every month.
7. **Make the invoice easy to pay.** A pay-now link by text and email, card and ACH accepted, and the amount due in the first line. Texted invoices get opened; mailed ones get stacked.
8. **Send reminders automatically.** A friendly reminder three days before the due date, one on the due date, then weekly. Most late payments are forgotten, not refused. Automated reminders do the awkward part for you.
9. **Call at 30 days past due.** A two-minute phone call collects more than ten emails. Ask when the payment will be sent and confirm the method. The full escalation plan is in [how to collect unpaid invoices](https://www.brix.so/learn/how-to-collect-unpaid-invoices).
10. **Get the paperwork right for commercial customers.** Purchase order numbers, the right approver's email, W-9 and certificate of insurance on file, and lien waivers with each invoice. Missing paperwork is the most common reason a commercial invoice sits.
11. **Reward early payment, within reason.** A small discount for payment within 10 days can move slow commercial payers. Do the math first; a 2% discount costs you $2 on every $100, so use it where it changes behavior, not on customers who pay on time anyway.
12. **Measure it.** Track [days sales outstanding](https://www.brix.so/learn/days-sales-outstanding) and the A/R aging buckets monthly. If the numbers aren't improving, the process isn't being followed.

## What works best by trade

**The highest-impact changes by type of business**

| Trade | Biggest lever | Why |
| --- | --- | --- |
| HVAC and plumbing service | Payment on site and financing at the kitchen table | Residential customers pay on the spot when it's easy |
| Electrical and mechanical subcontractors | On-time pay applications with complete lien waivers | GC payment cycles are monthly; miss the deadline and you wait 30 more days |
| Roofing | Deposits where allowed, plus fast insurance paperwork | Insurance timing drives collection; the sooner the claim documents go in, the sooner the check comes |
| Remodeling and general contracting | A milestone billing schedule in the contract | Keeps collections tracking costs through the job |
| Landscaping and cleaning | Card on file with automatic recurring billing | Small recurring invoices are the easiest to forget and the costliest to chase |
| Property management clients (any trade) | PO numbers and the right approver on every invoice | Invoices without a PO get rejected or lost |

## What about late fees?

A late fee in your terms gives customers a reason to pay on time and gives you something to waive as goodwill. But rules on the amount you can charge, and whether you need to disclose it in a specific way, vary by state, and consumer contracts face stricter rules than commercial ones. Intuit's own help on QuickBooks late fees notes that there may be limits on the amount and type of fees you can charge, so check the rules in your jurisdiction. Put the fee in the signed estimate, keep it reasonable and confirm it with a local attorney.

> General information, not legal advice. Deposit caps, late fee limits and collection rules vary by state and by whether the customer is a consumer or a business. Check your state's rules or ask an attorney.

## Common mistakes that slow payment

- **Vague terms.** "Due upon receipt" with no date and no pay link.
- **Invoicing in batches.** Saving invoices for Friday night adds up to a week to every job.
- **Mailing invoices.** Mail adds days each way and ends up in a pile.
- **No deposit on material-heavy jobs.** You end up financing the customer's equipment.
- **Chasing by email only.** Pick up the phone at 30 days.
- **Letting good customers slide.** Repeat customers who pay late set the pattern for everyone else.

BRIX turns finished jobs into invoices the same day, texts and emails them with a payment link, sends polite reminders until they're paid, and syncs payments to QuickBooks. Quotes built on site carry your payment terms, so customers agree to them before work starts.

- [Invoicing and payments](https://www.brix.so/features/invoicing-payments): Turns finished jobs into invoices and politely chases unpaid ones until the money is in your account.
- [Quotes and estimates](https://www.brix.so/features/quotes-estimates): Builds accurate quotes on site and follows up on every open estimate.
- [QuickBooks sync](https://www.brix.so/integrations/quickbooks): Syncs customers, invoices and payments with QuickBooks so the books match the jobs.

## Frequently asked questions

### What payment terms should a contractor use?

For residential service, due on completion, collected on site. For installs and remodels, a deposit plus milestone payments with the balance due at completion. For commercial accounts, net 30 is common, with a PO number on every invoice. Put the terms on the estimate so they're agreed before work starts.

### Should contractors charge a late fee?

Many do, because it encourages on-time payment and gives you something to waive. The allowed amount and disclosure rules vary by state, especially for consumer customers, so set it in the signed contract, keep it reasonable and check your state's rules or an attorney.

### How much deposit should a contractor ask for?

Enough to cover materials and special orders, within your state's rules. Some states cap deposits on home improvement contracts at a percentage or dollar amount, so check your state's law before setting a standard deposit.

### Is it worth paying card processing fees to get paid faster?

Usually, for residential work. A processing fee of a few percent on a job paid today often costs less than carrying the invoice for weeks and chasing it. ACH payments typically cost less than cards, so offer both and steer larger invoices to ACH where you can.

### How do I get a general contractor to pay faster?

Submit a complete pay application by the contract deadline every month, include conditional lien waivers and any required backup, keep your insurance certificate current, and follow up a few days after the owner's payment date. Read the pay-when-paid language before you sign so you know what to expect. On federal jobs, the Prompt Payment clause (FAR 52.232-27) requires primes to pay subs within 7 days of receiving payment from the government.

### What's the fastest way to get paid on a residential job?

Collect before the technician leaves. Have the invoice ready on a tablet, accept card, ACH and financing, and send a payment link by text if the customer isn't home. That turns a 30-day invoice into same-day cash.

## Related

- [How to Collect Unpaid Invoices (A Contractor's Escalation Plan)](https://www.brix.so/learn/how-to-collect-unpaid-invoices)
- [What Is Days Sales Outstanding (DSO)?](https://www.brix.so/learn/days-sales-outstanding)
- [What Is Accounts Receivable?](https://www.brix.so/learn/accounts-receivable)
- [What Is Progress Billing?](https://www.brix.so/learn/progress-billing)
- [Cash Flow for Contractors: Why Profitable Shops Run Out of Money](https://www.brix.so/learn/cash-flow-for-contractors)
- [Contractor Deposit Laws: How Much Can You Collect Up Front?](https://www.brix.so/learn/contractor-deposit-laws)
- [Contractor Invoice Template](https://www.brix.so/templates/invoice-template)
- [Days Sales Outstanding (DSO) Calculator for Contractors](https://www.brix.so/tools/dso-calculator)
- [Contractor invoicing software that sends the invoice and chases the money](https://www.brix.so/features/invoicing-payments)
- [Bookkeeping for contractors that keeps your books tax-ready all year](https://www.brix.so/features/bookkeeping-taxes)

## Sources

- [Intuit QuickBooks — Set up and apply automatic late fees to invoices in QuickBooks Online](https://quickbooks.intuit.com/learn-support/en-us/help-article/primary-administrator/set-apply-automatic-late-fees-invoices/L9jRuSrVi_US_en_US) (checked 2026-10-12)
- [Acquisition.gov — FAR 52.232-27, Prompt Payment for Construction Contracts](https://www.acquisition.gov/far/52.232-27) (checked 2026-10-12)

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Written by BRIX Editorial Team. Last updated 2026-10-12. General information, not tax, legal or financial advice.
Canonical: https://www.brix.so/learn/how-to-get-paid-faster-as-a-contractor