Six messages for how a client actually pays — naming the methods on a new quote, the pay-on-the-day line, asking a transfer client for the invoice number, offering a payment link, and turning down a cheque — fill in your details once at the top of this page and every script below rewrites itself.
How a client actually pays rarely gets decided out loud — it just becomes whatever they did last time, or whatever feels easiest in the moment. Saying it plainly, once, on the quote or the invoice, is what stops a client guessing and a payment landing with no way to tell which job it was for.
These six scripts cover the exchange end to end: naming the methods on a new quote, the pay-on-the-day line for work finished on site, asking a transfer client to use the invoice number, offering a payment link to someone who keeps forgetting, declining a cheque politely, and flagging a card surcharge before the client picks a method. Fill in your details once at the top of this page and every script below updates to match.
Your name and business are shared with the invoice and quote generators and the printables, too; the client, invoice #, amount, and due date stay only here, since they’re specific to this one message. Nothing here is ever sent to us. Anything still in brackets after you fill these in is a per-message blank — fill it in as you send. See or clear all your saved details on the free tools page.
Subject: One more thing on the quote
Hi [Client name], One more thing for the quote: I take payment by [card, bank transfer, or cash — list what you accept]. [Any detail that matters, like a card fee or your bank details] will go on the invoice once the job’s booked in. [Your name]
Why it works Naming the methods on the quote, not the invoice, means a client picks one before the job starts, not after the bill lands.
Hi [Client name], all done for today — [what was done]. I can take card or cash right now if that’s easiest, or I’ll send invoice [Invoice #] for [Amount] if you’d rather pay that way.
Why it works Offering to settle on the spot, while you’re still standing there, gets some clients paying the same day who’d otherwise let an invoice sit.
Subject: Invoice [Invoice #] — one note on paying by transfer
Hi [Client name], Invoice [Invoice #] for [Amount] is attached, due [Due date]. If you’re paying by bank transfer, please put [Invoice #] as the reference — it’s the only way I can match your payment to this invoice without asking. [Your name]
Why it works Asking for the invoice number as the reference before the payment’s sent saves a guessing game once an unmarked transfer lands.
Subject: An easier way to pay invoice [Invoice #]
Hi [Client name], No worries at all — here’s a payment link for invoice [Invoice #], [Amount]: [payment link]. Click through and pay by card whenever suits, no need to log into your bank first. [Your name]
Why it works A payment link removes the “I’ll do the transfer later” step for a client who keeps meaning to, without changing what the job actually costs.
Hi [Client name], thanks for the offer — I don’t take cheques, since they take a while to clear. Could you pay by card or bank transfer instead? Happy to send a payment link if that’s easier.
Why it works Naming a plain reason and a real alternative in the same line keeps the no from sounding arbitrary.
Subject: One note before you pay invoice [Invoice #]
Hi [Client name], Before you pay invoice [Invoice #] for [Amount]: paying by card carries a small surcharge to cover the processing fee. Bank transfer has no surcharge, if you’d rather avoid it. Let me know which works and I’ll send the right details. [Your name]
Why it works Naming a card surcharge before the client picks a method, not after, is what keeps it reading as a stated term rather than a surprise on the invoice.
You still choose which methods to accept, and you still send these yourself — BizBinder doesn’t process a card or hold your bank details. What it does keep is which method a client used and when the money landed, right there on the invoice record.
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