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TechNextPicks Editorial
Canada Edition
|
Issue: Feb 2026
Canada
Small business
Cash flow
Invoicing
How to Get Paid Faster in Canada (Invoices, Terms, and Follow-Ups)
Last updated: February 17, 2026
A simple system to reduce late payments - without sounding aggressive.
General info only. Educational content, not legal advice.
Start With the Core Documents
If you only do 5 things...
- Set payment expectations before sending the invoice. A quote or estimate helps align scope and terms early.
- Invoice immediately with a clear due date and clear payment methods.
- Make paying easy: e-transfer, card, or payment link if available.
- Follow up on a schedule so process drives action, not emotion.
- Know who approves payments (accounts payable contact) before delays happen.
Fix your payment terms (without legal talk)
Payment terms are simply timing rules. Net 7 means payment is expected 7 days after the invoice date. Net 14 and Net 30 work the same way. Pick terms that fit your client type and your own cash-flow reality.
There is no one perfect term for every business. Shorter terms can improve cash flow, but consistency and clarity usually matter more than any single number. A written estimate from your quote template can make those expectations easier to confirm early.
Terms examples
- Due on receipt
- Net 7
- Net 14
- Net 30
Late-fee note: only mention late fees if your written terms already include them. Keep wording factual, for example:
"A late fee may apply as per our terms."
Send better invoices
- Clear invoice number
- Issue date and due date
- Line items that explain what the customer is paying for
- Payment instructions
- Attach PDF and include a short summary in the email body
Use a consistent invoice format and send receipts right after payment to reduce confusion and future follow-up friction. If you need a clean format, start with this invoice template.
Invoice Template Canada
Create clear, professional invoices with due dates and payment details.
Open invoice templateUse quotes and deposits to reduce risk
Quotes and estimates set scope, price, and payment expectations before work starts. That alignment can reduce disputes and speed up collections later.
For larger projects, many businesses use deposits or milestone billing to balance risk and keep cash flow predictable. After payment arrives, sending a clear receipt helps close the loop professionally.
The follow-up system
Consistent follow-up is normal business practice. It is not rude when done clearly and professionally. A simple cadence helps you remove emotion and follow the same process every time.
Common practice timeline
- 3-5 days before due date: Friendly heads-up reminder.
- On due date: "Due today" reminder.
- 1-7 days overdue: First overdue reminder.
- 7-14 days overdue: Second reminder (firmer, still polite).
- Around 30 days overdue: Final reminder and consider a polite phone call to accounts payable.
Sources for timing practices
Follow-Up Schedule Generator (Pick a due date)
Generate a practical reminder timeline and a copy-ready checklist.
Schedule inputs
Cadence style
Include pre-due step?
Include due-day step?
Recommended timeline
| Date | Stage | Recommended channel | What to include |
|---|---|---|---|
| Mar 1, 2026 | Pre-due | Invoice # [invoice number]; amount [amount due]; due date Mar 4, 2026; payment method or payment link. | |
| Mar 4, 2026 | Due today | Invoice # [invoice number]; amount [amount due]; due date Mar 4, 2026; payment method or payment link. | |
| Mar 7, 2026 | Overdue 1 | Invoice # [invoice number]; amount [amount due]; due date Mar 4, 2026; payment method or payment link. | |
| Mar 11, 2026 | Overdue 2 | Invoice # [invoice number]; amount [amount due]; due date Mar 4, 2026; payment method or payment link. | |
| Mar 18, 2026 | Overdue 3 | Invoice # [invoice number]; amount [amount due]; due date Mar 4, 2026; payment method or payment link. | |
| Apr 3, 2026 | Final | Invoice # [invoice number]; amount [amount due]; due date Mar 4, 2026; payment method or payment link. |
Copy-ready checklist
- Reference the invoice number clearly in subject and body.
- State the exact amount due and original due date.
- Include one clear payment method (and link if available).
- Ask for confirmation if payment is already sent.
- Keep the tone professional and factual in every message.
Next action suggestions
- Always keep communication respectful, clear, and professional.
- If there is a dispute, pause escalation and clarify scope, deliverables, or approvals first.
- When an invoice is 14+ days overdue, politely call the accounts payable contact and confirm status.
General guidance only.
After Building Your Follow-Up Timeline
Create invoices that are easier to pay
Use clear line items, due dates, and payment instructions.
Open page ->Copy-ready reminder plan
Use a friendly tone first and keep the facts in every message: invoice number, amount due, due date, and payment method.
If you want ready-to-send wording, use the payment reminder email templates and customize for each client.
Payment Reminder Email Template
Use friendly-to-firm email and SMS templates you can copy and customize.
Open reminder templatesCommon reasons clients pay late (and fixes)
Wrong contact person
Fix: Confirm accounts payable name and email before the first invoice.
Missing PO or vendor setup
Fix: Ask if PO, vendor onboarding, or tax forms are required before billing.
Unclear invoice details
Fix: Add line-item clarity, project reference, and exact due date.
Invoice sent too late
Fix: Send invoices right after delivery or milestone approval.
Payment methods are inconvenient
Fix: Offer practical options (for example, e-transfer and card) so clients can pay without friction.
Related tools for faster collections
Best Accounting Software Canada
Compare tools that automate invoicing and reminders.
Compare softwareTighten Terms and Numbering
FAQ
What payment terms should I use?
Choose terms that match your cash flow and the client relationship. Many businesses use due on receipt, Net 7, Net 14, or Net 30 depending on project size and trust level.
When should I send the first reminder?
A common practice is a friendly pre-due reminder a few days before the due date, then a due-day reminder.
Should I call or email first?
Start with email for a clear written record. If payment is significantly overdue, a polite call to accounts payable can help resolve delays faster.
How do I write a polite reminder?
Keep it short and factual: invoice number, amount due, due date, and payment method. Use respectful language and avoid emotional wording.
Should I charge late fees?
Only mention late fees if they are already part of your written terms or agreement. Keep the wording professional and non-threatening.
What if they dispute the invoice?
Pause escalation and clarify the scope, deliverables, and approval trail first. Resolve the dispute details before resuming reminder cadence.
Should I require a deposit?
For larger or custom work, deposits can reduce risk and improve cash flow. The deposit amount and milestones should be agreed in writing up front.
Can I accept e-transfer?
Yes. Many Canadian small businesses accept Interac e-Transfer. The key is offering payment methods that are easy for your client.
How do I avoid future late payments?
Set expectations before work starts, invoice promptly, use clear terms, and run a consistent follow-up process without skipping steps.
Can I automate follow-ups?
Yes. Invoicing and accounting tools can schedule reminders and reduce manual effort while keeping message quality consistent.
More Pages for Faster Collections
Invoice Template Canada
Start with clean invoices and clear payment details.
Open page ->Payment Reminder Email Template
Use professional follow-up wording at each overdue stage.
Open page ->Small Business Bookkeeping Guide
Keep invoice and payment records clean for monthly review.
Open page ->