You've done great work for your client. You've sent the invoice. But the payment isn't coming. Before you blame the client, take a look at your invoice - you might be making one of these common mistakes that cause payment delays.
Mistake #1: Missing or Incorrect Information
The most common reason for payment delays? The client can't process your invoice because something's wrong or missing.
Common missing information:
- Purchase order (PO) number - Many companies require this to process payment
- Correct billing address - Especially important for larger companies
- Tax ID or business number - Some clients need this for their records
- Project or job reference - Helps accounts payable match the invoice to approved work
The fix:
Ask clients upfront: "What information do you need on invoices to process payment quickly?" Create a checklist for each client with their specific requirements.
Mistake #2: Vague Descriptions
When a client sees "Professional services - $2,500" on an invoice, they might not remember what they're paying for. This leads to questions, delays, and sometimes disputes.
Bad example:
"Consulting services - $3,000"
Good example:
- Website Redesign - Homepage mockup and revisions (8 hours @ $150/hr) - $1,200
- Website Redesign - About page mockup (4 hours @ $150/hr) - $600
- Website Redesign - Mobile responsive adjustments (8 hours @ $150/hr) - $1,200
The fix:
Be specific about what you did, when you did it, and how much time it took. This reminds clients of the value they received and prevents confusion.
Mistake #3: No Clear Due Date
"Payment due upon receipt" or no due date at all gives clients an excuse to delay. Without a specific deadline, your invoice goes to the bottom of the pile.
The fix:
Always include a specific due date - not just "Net 30," but the actual date: "Payment due: February 15, 2025." This creates urgency and removes ambiguity.
Mistake #4: Making Payment Difficult
If clients have to jump through hoops to pay you, they'll put it off. Common friction points:
- Only accepting checks (which require stamps, envelopes, and a trip to the mailbox)
- Requiring wire transfers with complicated instructions
- Not including payment instructions on the invoice
- Broken or hard-to-find payment links
The fix:
Offer multiple easy payment options. Include a direct link to pay online. Make it so easy that paying takes less than 60 seconds.
Mistake #5: Sending to the Wrong Person
You might have a great relationship with your project contact, but they probably don't process payments. Sending invoices to the wrong person means delays while it gets forwarded to the right department.
The fix:
At the start of every project, ask: "Who should I send invoices to, and what's their email address?" For larger companies, this is often accounts payable, not your day-to-day contact.
Quick Invoice Checklist
Before sending any invoice, verify it includes:
- Your complete business information
- Correct client name and billing address
- Unique invoice number
- Invoice date
- Specific due date (not just "Net 30")
- Detailed line item descriptions
- PO number (if required)
- Clear payment instructions
- Easy payment options
The Bottom Line
Most payment delays aren't about clients trying to avoid paying - they're about friction in the payment process. By avoiding these five common mistakes, you remove obstacles and make it easy for clients to pay you promptly.
InvoiceBloom helps you create complete, professional invoices that include all the information clients need to pay quickly. No more missing details, no more delays.