4 tips to get invoices paid faster
Getting paid on time isn’t about chasing harder — it’s about making it easier for your customer to pay you.
Here are four simple changes you can make to your invoices that can significantly speed up payment.
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Always include a reference number
Many customers, especially larger businesses and government departments require a reference number such as a purchase order, job number, agreement ID or booking reference.
Too often, this gets missed because the accounting or sales system doesn’t capture it properly.
When that reference is missing, your invoice often stalls while someone tries to work out who approved the work in the first place. That delay can easily add weeks.
👉 If a reference number was agreed, make sure it appears clearly on every invoice.
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Make your invoice easy to understand
This is more important than most businesses realise.
Sometimes it’s as simple as the description. The customer ordered a “widget”, but your system lists it as “wodget” — or worse, “14538X34ZT”. That small mismatch can stop payment while someone checks what it actually relates to.
In larger organisations, it gets more complex. If your product or service spans multiple departments, a single lump-sum invoice often won’t get approved. No one wants to sign off on costs they can’t verify.
👉 In these cases, issue separate invoices per department.
If one approver is away, it won’t delay the entire payment.
And on larger jobs, it’s worth asking:
“What do you need to see on the invoice to get this approved quickly?”
If your system can’t do it, create a customised invoice outside the system. The time spent is usually repaid many times over.
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Don’t send incorrect invoices
This sounds obvious, but it happens far too often.
The most common issue? The wrong company name.
Once details are wrong, the invoice gets questioned, returned, or parked — and payment is delayed.
👉 Getting the basics right builds confidence and keeps the process moving.
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Use an actual due date (not just “30 days”)
“Invoiced: Due 30 days” sounds fine — until you see what actually happens.
If a manager sits on the invoice for 25 days before approving it, accounts payable often restart the clock from when they receive it. That can quietly turn 30 days into 55.
👉 Instead, include a clear due date.
When accounts receive an already-approved invoice that’s nearly due, it’s far more likely to be paid promptly.
The bottom line
If you want to get paid faster, make it easier for your customer to:
- approve the invoice, and
- pass it quickly to accounts payable.
Small changes in how you invoice can make a big difference to your cash flow.
Contact Wayne on wayne@arealcfo.com.au or 0412 227 052.
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Want a confidential discussion on your business situation, help with your grant application or to learn more about my Outsourced CFO Services, simply email me at wayne@aRealCFO.com.au or call me on 0412 227 052
