Interac e-Transfer changed how Canadian small businesses get paid. Money moves in minutes, there is no cheque to deposit, and clients already know how to use it. Yet many practices still wait weeks for payment, not because clients refuse to pay, but because the process around the transfer is vague. A few good habits can shorten your receivables noticeably without any awkward conversations.
Invoice the day the work is done
The single biggest driver of late payment is late invoicing. A client who receives an invoice the same day as the finished work is still in a positive frame of mind. A client who receives it three weeks later has moved on. Make it a rule: when the status changes to filed or completed, the invoice goes out that day.
Make the instructions impossible to misread
An invoice should tell the client exactly what to do. Include the amount, the due date, the e-transfer email address, and the invoice number to use as the message. If your firm uses auto-deposit, say so, so clients are not asked for a security question. The easier the instruction, the more likely the client pays immediately.
- State the due date in plain words, not just a payment term code.
- Give one payment address, not several.
- Ask clients to put the invoice number in the transfer message.
- Mention how long the receipt takes to arrive.
Use the same terms every time
Varying terms confuse clients and staff. If one client has fourteen days and another has thirty, someone will inevitably chase the wrong person. Pick a standard, put it in your invoice terms once, and apply it to everyone unless there is a written agreement. Central terms mean a policy change is one edit, not twenty.
Record payments the day they land
The moment a transfer arrives, record it against the client and invoice and issue the receipt. This does three useful things. The invoice stops appearing as overdue. The client gets proof, which reduces the "did you get it?" email. And your records match your bank statement, which makes month-end much quicker.
Pick a fixed time to do this, such as the end of each day. A five-minute daily habit beats a two-hour Friday reconciliation every time.
Follow up kindly and on a schedule
Most clients are not avoiding you. They forgot, or they thought they had already paid. A scheduled, friendly reminder fixes most overdue invoices. A workable rhythm is a gentle note a few days before the due date, another on the day after, and a call or a firmer message about a week later.
Reminders feel much less uncomfortable when they are routine. You are not chasing. You are following the process every client gets.
Watch the pending list weekly
Choose one moment each week to look at all pending invoices. Sort them by age. Anything over a week late gets a message. Anything over a month late gets a call. A weekly look stops small delays turning into old debts, and it often reveals a client whose circumstances have changed and who would appreciate a payment plan.
Keep several bank accounts straight
If your firm uses separate operating and trust accounts, record which account each payment reached. Receipts that show where the funds went reduce questions and keep your books clean for your own accountant at year-end.
Offer a statement when asked
Sometimes a client simply does not remember what they have paid. A statement for a date range, showing invoices and payments, resolves that in one page. It is also a respectful way to settle a disagreement, since the facts are on the page rather than in anyone's memory.
A short checklist
- Invoice on the day the work is finished.
- Show clear e-transfer instructions and the due date.
- Use the same terms for every client.
- Record payments and issue receipts daily.
- Send scheduled reminders.
- Review pending invoices every week.
None of these habits is difficult, but together they change the rhythm of your cash flow. FirmBoard keeps the invoice, the payment, and the receipt on the same card so each habit takes seconds. If you want to see how, contact our team for a short walkthrough.
