How to Protect Your Business from Non-Payers

18 Jul

Getting paid shouldn’t be the hardest part of doing a good job but for thousands of tradesmen and small business owners across the UK, it often is.

At Hays Collections Ltd., we deal with unpaid invoices and bad debt every day. And here’s the truth:

Most unpaid invoices could have been avoided with the right protection in place from the start.

Whether you’re a tradesman, contractor, freelancer, or small business owner, these steps will help protect your business from non-paying clients and late payments.

1. Stop Relying on Texts – Get It in Writing

Agreeing a job, price, or changes over WhatsApp or text is a recipe for disputes. If it's not in writing, it’s hard to prove later.

✅ Always confirm key terms by email or formal contract, including:

Scope of work
Total price (incl. VAT if applicable)
Payment terms (e.g. 7 or 30 days)
Deposit required (if any)

2. Use Professional Terms and Conditions

T&Cs aren’t just for big companies they protect your time, cash flow, and legal rights.

Make sure your terms include:

Payment due dates and late fees
Ownership of materials until full payment
Charges for variations or extras
Dispute resolution process

📎 Pro tip: Send these with every quote and get confirmation in writing that the client accepts them.

3. Quote Clearly and Stick to It

Vague quotes cause arguments. A detailed quote helps avoid scope creep and payment disputes.

✔️ If anything changes mid-job:

Put the variation in writing
Confirm any added cost
Email a quick summary to the client

Even a 30-second email can protect you if things turn sour.

4. Take a Deposit Even a Small One

A deposit isn’t just about cash flow it shows the client is serious.

Even 10–20% upfront helps weed out time-wasters and gives you leverage if problems arise.

5. Invoice Promptly and Professionally

Don’t delay. The longer you wait to invoice, the harder it becomes to collect.

Every invoice should include:

Your business name and contact info
Client’s name and address
Invoice number and issue date
Clear payment due date
Payment instructions (bank details, reference, etc.)

6. Chase Payments Early and Often

If an invoice is overdue, act quickly.

Send a reminder the same day it’s late
Follow up by phone and email
Keep all communication professional and firm

🔒 Silence is a tactic. Don’t let it work.

7. Don’t Be Afraid to Escalate the Debt

You’re a business, not a charity. If you're being ignored or fobbed off with excuses, it's time to escalate.

At Hays Collections Ltd., we specialise in recovering unpaid invoices for tradesmen and small businesses fast, professionally, and with no hassle.

✅ No collection, no commission
✅ No hidden fees
✅ We handle the awkward conversations

Final Word: Be Clear. Be Firm. Be Protected.

The best way to avoid a non-paying client is to make it difficult for them to wriggle out in the first place.

When your terms are solid, your invoices are clear, and your process is tight, you’re far more likely to get paid on time, every time.

Need Help Chasing a Non-Paying Client?

Give us a call or drop us a message. Let’s take the stress off your hands.

Hays Collections Ltd
Based in Surrey Helping Tradesmen UK-Wide
info@hayscollections.com
01737 632249

Roan Hay