Home /

How to Ask for Payment: Secure Your Income with Confidence

How to Ask for Payment: Secure Your Income with Confidence

  • Ola Rybacka
  • March 19, 2025
  • 10 min read
post image

Payment requests are essential for merchants wishing to collect funds from their clients and customers. Knowing how to issue these requests is an important skill for entrepreneurs and businesses—especially when it comes to achieving a predictable flow of cash into your business. 

And yet so many businesses get it wrong: in the UK alone, a press release by the Department of Business and Trade in 2024 highlighted that delayed and unpaid invoices costs small and medium-sized businesses £22,000 per year—equating to 56 million hours of lost productivity and up to 50,000 annual business closures.

So how can you secure your income with effective payment requests? In the following sections, we’ll examine this question, addressing how you can improve your cash flow with requests for payment.

Try best time management app!

Free time tracking & easy attendance, project profitability analysis and precise billing.

Try for free!

What are Payment Requests?

quotes icon

Payment requests are digital mechanisms that help online vendors collect payments, usually by sending a link or URL that directs customers to a secure payment page where they can easily pay the vendor via a clickable link or QR code.

Sounds familiar? 

Requests for payments come in different forms—for example as:

  • Hyperlinks in an invoice email, apps such as WhatsApp, or SMS

  • An in-app notification

  • A QR code

Whatever form they take, payment requests should be convenient, eliminating friction from the payment process. This explains why freelancers and businesses of all sizes rely on them.

Why is Asking for Payment Crucial for Business Success?

According to FED Small Business, 4 out of 5 businesses have difficulties relating to collecting overdue payments. This is particularly difficult for smaller businesses, whose income often depends solely on their clients paying on time.

If you’ve encountered these difficulties yourself, you’ll appreciate the importance of a clear and confident payment request that removes any awkwardness from the exchange. 

quotes icon

Those who use TimeCamp to bill clients see on average a 14.8% increase in their billings.

Why? Simply put, TimeCamp’s automated invoice templates and billing takes care of the whole billing process for you. Our professional payment requests eliminate customer ambiguity, minimize awkwardness, and maximize your chances of prompt payment.

a collage of TimeCamp's features for billing and invoicing that make asking for payment easier

How Do Requests for Payments Work?

Payment requests involve sending an email, SMS, message, or in-app notification to a customer soliciting funds either before or after your services have been rendered. This communication typically includes a payment link, along with essential information such as the payment amount, banking details of both parties, and payment due date. 

At this stage, the customer can then fulfil the payment, with many systems (such as PayPal) offering partial payment options. TimeCamp also provides confirmation to both parties that the transaction has been completed, supporting transparency and clear record-keeping.

The beauty of payment requests lies in their simplicity. They make payments faster, more convenient, and more secure than traditional invoicing methods.

Get to know where your time goes with TimeCamp!

Track time in projects and tasks, create reports, and bill your clients in just one tool.

Start your free trial here

What are the Benefits of Using Requests for Payments?

A number of benefits flow from effective payment requests. Chief among these are:

  • Faster payment

  • Customer convenience

  • Multi-currency support

  • Automated reminders

  • Better cash flow management

  • Less administrative work

In addition to these benefits, automated payment requests also provide clarity around what’s owed, when it’s due, and the services covered; they also set clear expectations around prompt and consistent payment.

Together, these benefits create a more efficient, customer-friendly payments that supports business growth and financial stability.

Best Practices for Asking for Payments, from Polite Reminders to Payment Reminder Email Templates

Below we share our best practices for setting up an effective payment request:

  1. Choose the right platform. Key here is selecting a payment platform that aligns with your business needs. Apps like TimeCamp integrate with your existing systems, are user-friendly, and offer sophisticated security.

  2. Choose an appropriate communication channel. The channel you use to ask for payments will depend on your client’s preferences and habits, your relationship with the client, and the payment’s level of urgency. We suggest tailoring your approach, using a combination of methods; for example, you might send an initial email with full invoice details and invoice attached, followed by an SMS reminder as the due date approaches.

  3. Carefully time when you ask for payment. Many businesses find that sending bills early in the week and during business hours leads to faster payments and fewer outstanding invoices. See below for more details on timing your requests.

  4. Advance deposit. Asking for an advance deposit can ensure you get paid once the project is finished.

  5. Include essential information. Your payment request should include the amount due, the payment due date, an itemized list of the goods or services provided, your business and contact details, payment provider information, plus available payment methods.

  6. Professional greeting. Address your client by their first name, and thank them for their custom. A warm, professional tone will go a long way here, significantly increasing the odds of prompt payment. Always ask for money politely.

  7. Be clear and concise. Make your payment request easy to understand. Guide your client through the process, making clear how to complete the payment.

  8. Payment request email templates. If you are using a payment reminder email template, use a direct subject line that clearly states the purpose; the subject line should ideally also include a clear call to action around paying the outstanding invoice. Make sure the email template main body reads concisely.

  9. Call to action. Include a prominent call to action, such as a ‘Pay Now’ button or a direct link to your payment portal.

  10. Offer multiple payment options. The more convenient your requests, the faster you’ll likely be paid. Offer options like credit card, bank transfer, and digital wallets such as Apple Pay and Google Pay.

  11. Display payment terms. Clearly outline your payment expectations—when payment is due together with any late payment policies.

  12. Set up automated reminders. Scheduling automatic follow-up reminders, such as within TimeCamp’s app, allows you to nudge clients who might have forgotten about the initial request. Make sure all follow-up emails are professional and polite, never pushy.

  13. Keep on brand. Every touchpoint with your customer is an opportunity to reinforce your brand and its values. It’s the same with payment requests—if possible, incorporate your company logo and color scheme; this will help clients identify you as the source of the request.

Following these steps will make payments smooth and straightforward for your customers, while also reinforcing your brand’s professionalism.

Payment Reminders: When to Send and Follow Up Your Payment Requests?

Wondering why a customer hasn’t paid an invoice? The issue may not be the bill itself, but the timing of your payment request. Asking for payment professionally with a well-timed email can significantly improve your chances of prompt payment.

1. Initial Payment Requests

For initial payment requests, we suggest sending these as soon as the work is completed or the product is delivered. Keep to business hours, avoiding Mondays and Fridays. Remember, invoicing efficiently typically involves just a reminder email or phone call.

For recurring services, adopt a consistent and predictable billing cycle that repeats either at the start of the month, or around the midpoint.

2. Payment Deadline: Asking for Payment Politely and Professionally

Client has an outstanding invoice? Send a follow-up email asking for payment politely and professionally a few days before the due date, followed by another payment reminder on the payment deadline itself. Making polite payment requests can go a long way in resolving outstanding debts.

quotes icon

If they miss the original invoice due date? Send a polite but firm reminder within 1-3 days of the original invoice deadline, noting that the best time to ask for payments is the day after it's due.

Sending the first reminder when the payment is due keeps the invoice fresh in the client’s mind.

3. Receiving Payments that are Weeks Overdue

And if they still haven’t paid? Call them directly, using the phone call as a way to diagnose and resolve the payment status cordially. If the client is struggling to pay, consider offering staged payments or negotiating payment terms. If clients are not responding to phone calls or emails, try sending payment reminders such as text messages, which can serve as an alternative nudge.

And as a last resort? Issue a final notice or last payment request email stating the consequences of non-payment (for example, late payment fees or litigation).

Consider third-party options like debt collection agencies or legal action if payments remain overdue. Also, consider revoking the client’s access to work or deliverables if payments are overdue.

3. Automated Reminders for Missed Payments, Overdue Payments, and Unpaid Invoices

Automated reminders are an effective way of eliminating awkwardness from the payment request process. By removing personal involvement from the payment request process, automated payment requests—as included in TimeCamp’s billing and invoice package—save you and your customer any embarrassment that may arise from late payments (as well as potentially late fees). Consider using automated reminder systems that can:

  • Send pre-due date reminders

  • Provide due date notifications

  • Escalate reminders for overdue payments

  • Track response rates to optimize timing

4. Seasonal Considerations

When asking for payment, avoid holiday seasons or periods that are known to be busy for your clients’ industries. Likewise, if you know a slow period is approaching, get ahead of it by sending your payment request email across earlier.

quotes icon

As a rule of thumb with all payment requests, be persistent and professional, not pushy.

Maintaining a courteous tone, especially when dealing with late payments and late fees, keeps you firmly in the right. 

We suggest keeping a record of all payment-related communications, including invoice numbers. Keeping precise records of work and invoice numbers makes it easier to prove to clients when payment is due, especially if there is confusion or they are being difficult. Record-keeping also helps in the event that legal action becomes necessary, or a collection agency gets involved.

Finally, if you are experiencing frequent overdue payments, ask yourself why, and whether changing your payment terms, payment details, or how you vet your clients could improve things.

How Do You Create a Culture of Prompt Payments in Your Business Relationships?

It probably doesn’t come as a surprise that timely customer payments depend on the nature and quality of your relationships with your clients. Vital, therefore, is cultivating these relationships from the get-go. Here’s how to do just that:

  1. Be clear about your expectations—up front. Make sure these are documented, leaving no room for ambiguity.

  2. Reward prompt payments. Consider offering small discounts for early payments; alternatively, implement a loyalty program that rewards consistent on-time payments. These suggestions work particularly well for larger ecommerce businesses.

  3. Communicate openly and responsively. Proactive communication will help avoid payment delays and solve any confusions or frustrations that emerge.

  4. Lead by example. Pay your vendors and contractors promptly. This creates a standard of mutual respect across your transactions, and will positively impact your reputation. A good example of this is the Prompt Payment Act 1982 in the USA, which requires Federal agencies to pay their bills on time.

  5. Make paying bills easy. Key here is maximizing the convenience of your payments, if necessary providing multiple payment options. TimeCamp’s billing and invoicing eliminates all friction from this process for you.

  6. Don’t let your service slip. Consistently delivering high-quality work on time greatly reduces the chances of clients not paying your bills. Doing this eliminates any and all excuses for not paying.

  7. Be flexible if necessary. In the event a customer is struggling to pay their bill, be understanding. Consider offering a payment plan. Gestures like these rarely go unnoticed and are likely to build goodwill longer-term.

  8. Acknowledge good payers. Make a point of celebrating those who consistently pay you on time. This positive reinforcement will likely result in more of the same behaviour.

Following these steps will help you establish relationships with your customers where timely payments are the norm—with benefits for your cash flow now and later down the line.

How To Measure and Improve the Effectiveness of Your Payment Requests?

Once you’ve adopted the best practices listed above for payment requests, the next step in consistently avoiding overdue invoice payments is continually testing and measuring your payment request process.

Central to this are the two matters, the first of which is gathering client feedback.

quotes icon

Regularly asking your clients for feedback on your payment method through surveys or even informal, low-pressure conversations are an excellent way of identifying pain points for improvement.

In addition, we recommend analyzing payment patterns across your customers, asking questions such as:

  • Who’s paying on time, and who isn’t? Why? 

  • Are there trends in behaviors across different client segments?

  • Is there a correlation between payment timeliness and factors like invoice amount, time of month, or type of service?

Secondly, conduct A/B testing. This involves testing your existing payment request email, or some aspect of that request such as language or timing (known as the control), with a new variation (known as the test)—then using the results to determine which version to proceed with. Systematically repeating this process, for example monthly or quarterly, should lead to consistent improvements in your payment processes.

TimeCamp’s all-in-one, user-friendly billing and invoicing helps you with all these elements, making outstanding payments a thing of the past. Find out more here.

What are the Legal Considerations around Payment Requests?

Finally, make sure your payment requests are compliant with the law, wherever you are in the world. Below we cover the legal aspects of request for payments so you can ensure compliance. Here they are:

  1. Clear payment terms and conditions. These should be clearly stated in all contracts and agreements. Don’t forget to include payment schedules, and multiple payment methods. Many countries have legislation that allows businesses to charge interest on late payments—for example, the Late Payment of Commercial Debts (Interest) Act 1998 in the UK. Late fees should be clearly communicated in payment requests.

  2. Financial regulation compliance. Knowing which financial regulations apply to your jurisdictions, such as those around anti-money laundering (AML) and know your customer (KYC), will help you avoid infringements.

  3. Data protection and privacy. Check that your payment request process complies with data protection laws like the General Data Protection Regulation (GDPR) in the EU, as well as state-based laws in the USA, such as the California Consumer Privacy Act (CCPA). Central to these is appropriately and securely storing and handling your clients’ financial information.

  4. Electronic signature laws. If you’re using electronic contracts, check they comply with e-signature laws in your jurisdiction.

  5. International payment laws. Be aware of currency exchange laws and international payment regulations. Highlight your compliance with any such laws as appropriate in your payment requests.

  6. Tax. Be careful that your requests align with tax reporting requirements, which typically differ across jurisdictions and commonly accepted payment methods.

  7. Dispute resolution clauses. In the event you have a conflict with a customer over a payment, having a clear dispute resolution procedure in your contracts can help resolve things—especially if the issue escalates to a legal level.

  8. Statute of Limitations. These determine the time limits around legally enforcing overdue invoices. Again, they differ by jurisdiction.

Addressing these legal matters will help you avoid breaking the law when it comes to your payment requests. With TimeCamp, you can be sure your invoice email payment requests comply with the law, protecting your business and clients—regardless of your jurisdiction.

Conclusion

Payment requests are an essential component of billing and invoicing. Streamlining your outstanding payment requests by following our best practices above makes paying you easier for your customers, in turn increasing the likelihood they will pay on time.

If you’re ready for an all-in-one billing and invoicing tool that handles your payment requests, TimeCamp is your answer.

Get to know where your time goes with TimeCamp!

Track time in projects and tasks, create reports, and bill your clients in just one tool.

Sign up for free

Sources

  1. Federal Reserve. “2024 Report on Payments.” Accessed March 24, 2025. https://www.fedsmallbusiness.org/reports/survey/2024/2024-report-on-payments. 

  2. GOV.UK. “Crack Down on Late Payments in Major Support Package for Small Businesses.” Accessed March 24, 2025. https://www.gov.uk/government/news/crack-down-on-late-payments-in-major-support-package-for-small-businesses#:~:text=Scourge%20of%20late%20payments%20costs%20SMEs%20%C2%A322%2C000,businesses%20in%20Manchester%20struggling%20with%20late%20payments. 

  3. HM Government. “The Late Payment of Commercial Debts (Interest) Act 1998.” Accessed March 24, 2025. https://www.legislation.gov.uk/ukpga/1998/20/contents. 

  4. U.S. Department of the Treasury, Fiscal Service. “Prompt Payment.” Accessed March 24, 2025. https://fiscal.treasury.gov/prompt-payment/

linkedin icon facebook icon x icon share icon

Ola Rybacka Product Marketer and Content Specialist at TimeCamp. Remote worker advocate; has been working from home for 10+ years so far. Knows TimeCamp far and wide and does her best to translate the technical jargon into reader-friendly English to help users gain better understanding of our time tracker. Feels best in writing, but is also open for creating short video explainers. Privately, passionate about any form of Japanese culture and has been learning 日本語 for 4 years so far to devour animes and mangas in their native language.

Leave a Reply

Your email address will not be published. Required fields are marked *