Accounts receivable: getting invoices paid on time
Written by Ilias Aarrass7 min read · Published on · Last reviewed on 
In short
Without an agreement the B2B payment term is 30 days and at most 60; after that you may charge 10.4 per cent statutory commercial interest and collection costs from € 40.
- Large companies must legally pay their SME suppliers and freelancers within 30 days.
- A fixed schedule works: invoice on delivery day, remind on day 12, call on day 30.
- Collection costs follow a statutory scale with a minimum of € 40 and a maximum of € 6,775.
- For consumers you first send a free demand with a 14-day term.
Finishing a job is one thing, getting paid is another. Late payments are a common problem for self-employed people and can put serious pressure on your cash flow. With good receivables management you keep a grip on your income. This article gives practical tips.
What is receivables management?
Receivables management is the process of ensuring your clients pay your invoices on time. It starts with a clear invoice and clear payment agreements, and continues through to following up outstanding amounts. Good receivables management prevents your money from being outstanding too long.
How do you prevent late payments?
Start with a correct, clear invoice with a reasonable payment term, for example 14 or 30 days. Send the invoice right after the work and clearly state your account number and the final payment date. The sooner and clearer you invoice, the faster you usually get paid.
What do you do with a late payment?
If a client doesn't pay on time, first send a friendly reminder. If that doesn't help, a formal reminder with a new term follows. If payment still doesn't come, you can start a collection procedure. Keep the communication businesslike and friendly; often a forgotten payment is simply an oversight.
How do you keep track?
Use bookkeeping software that shows which invoices are outstanding and for how long. That way you see at a glance who to follow up. By checking this weekly, you prevent outstanding amounts from rising unnoticed. A fixed moment for receivables management in your week helps enormously.
The rhythm that gets you paid
Good credit control is not debt collection but a rhythm: invoice on delivery day, remind before it gets awkward, and escalate on a fixed schedule instead of on feeling.
| Moment | Action |
|---|---|
| Day of delivery | Send the invoice, not at month end |
| Day 12 | A friendly reminder before the due date |
| Day 21 | First demand, with a new 7-day term |
| Day 30 | Call; one conversation beats three emails |
| Day 40 | Final notice announcing collection costs and interest |
| After that | Collection or write-off route; see the links below |
Make paying as easy as possible
Some late payers are not defaulters but procrastinators, and convenience wins them over. Every hurdle you remove saves days.
- Put a payment link on your invoice, so paying is one click instead of retyping a transfer. Most bookkeeping packages arrange this automatically.
- Make sure your invoice is correct: a missing VAT number or vague description hands slow payers a legitimate excuse to send it back.
- Ask new or large clients for a deposit or invoice in instalments; how to book advances is covered separately.
- Switch on automatic reminders in your software. A system email on day 12 feels more neutral to the client than a personal message, and you need not remember it.
Why those days are real money
Payment terms feel like a detail, but run the numbers. If you invoice 5,000 euros a month and clients pay after 45 days on average instead of 14, roughly 5,000 euros of yours is permanently in transit rather than in your account. You bridge that gap with your own buffer, while your client enjoys free credit. Tight credit control is not administrative tidiness; it is the cheapest financing your business will ever get.
Frequently asked questions
What payment term may I use?
Thirty days by default; agreeing shorter is always allowed. Large companies may legally keep small suppliers waiting at most 30 days. State the term clearly on your invoice and in your terms.
When do I send the first reminder?
Shortly before the due date, friendly in tone. Most late payments are forgetfulness; a reminder on day 12 of a 14-day term catches those without straining the relationship.
May I charge collection costs and interest?
With business clients: yes, statutory commercial interest from the due date, 10.4 per cent since 1 July 2026, and collection costs on the statutory scale, at least € 40 and at most € 6,775. Consumers must first receive a free demand with a 14-day term.
Does asking for a down payment help?
Yes, especially with new clients and large jobs: it filters non-payers up front and lowers your risk. Thirty to fifty per cent in advance is very common on projects.
When do I engage a collection agency?
Once your own schedule is exhausted and a call brings no prospect of payment, usually around 45 to 60 days. Weigh the relationship: with a good client in a temporary squeeze, a payment plan often works better.
How do I prevent non-payers in advance?
Check new business clients in the trade register, agree down payments, invoice immediately and stick to your own schedule. Consistent follow-up gets paid first.
Sources
- Payment terms, collection costs and statutory interestOverheid.nl · ondernemersplein.overheid.nl
- The level of statutory interestRijksoverheid · rijksoverheid.nl
Sources checked on
This article provides general information based on the rules known for 2026 and does not replace personal tax advice. For your specific situation, we're happy to take a look with you.
