A due date added after the work is complete can feel like a new condition. Put the key payment terms in the quote, obtain approval, and repeat them on the invoice.
Essential Payment Terms
- Total price and VAT status
- Deposit amount and due date
- Staged-payment milestones
- Final balance trigger and due date
- Accepted payment methods
- Material ownership where relevant
- Variation approval process
- Cancellation and postponement terms
- Late-payment process
- Quote validity period
Example for a Small Job
“Payment is due within seven calendar days of invoice. Additional work will not be undertaken without written customer approval of the price.”
Example for a Larger Project
| Milestone | Example percentage |
|---|---|
| Booking and materials deposit | 20% |
| Completion of first agreed stage | 30% |
| Completion of second agreed stage | 30% |
| Practical completion and handover | 20% |
Percentages must suit the actual cash flow and consumer rules that apply to your work. Avoid taking a disproportionate advance without a legitimate reason.
Variations Must Be Written Down
Describe the requested change, price effect and schedule effect. Obtain written approval before proceeding whenever practical. A casual on-site request can otherwise become a payment dispute.
Invoice Promptly
Send the invoice when the agreed milestone occurs, not several days later. Include the invoice number, issue date, specific due date, work description, amount, payment details and contact information.
Late-Payment Wording
Use professional, proportionate wording and ensure it matches the law and contract applying to the customer. Consumer and business-to-business jobs may require different treatment.
Legal note: This guide provides general business information, not legal advice. Ask a qualified UK professional to review your standard terms.
A Simple Reminder Sequence
- Friendly reminder shortly before or on the due date.
- Clear overdue reminder with invoice details.
- Personal contact to identify any dispute or administrative issue.
- Formal written notice where appropriate.
Frequently Asked Questions
What payment terms should a tradesman put on a quote?
State the deposit, milestones, final due date, payment method, variations, cancellation, quote validity and late-payment process.
Should tradesmen take a deposit?
A reasonable deposit can cover committed materials and booking risk, but the amount should suit the project and applicable consumer rules.
Should the invoice repeat the quote payment terms?
Yes. The invoice should show the specific amount and due date while remaining consistent with the terms the customer accepted.
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