Getting paid for your first project

Getting paid starts before you begin the work. Make it easy for both sides to understand what is being bought, when it is due and how payment will happen.

Agree the basics in writing

Confirm the work, total price, delivery dates, customer inputs, included changes and payment schedule. Explain who owns the finished work and who pays ongoing costs.

A deposit or staged payment may suit some projects; discuss this with the customer and check local rules before using terms. Do not leave refund, cancellation or additional-work arrangements to a conversation after something goes wrong.

Ask how the customer approves invoices

A business may need a purchase order, a specific billing contact or a reference. Ask before sending the invoice. Record the correct customer details and agreed due date.

For general invoicing practice, the UK Small Business Commissioner’s guide recommends agreeing terms early and making invoices clear. It is UK guidance; local requirements elsewhere can differ.

Send a clear invoice

Use a unique invoice reference, your business details, customer details, a description of the work, dates, total due and payment instructions. Include taxes or registration details where your local rules require them.

UK readers can check GOV.UK’s invoice requirements. That list applies to the UK, not automatically to every country.

Check the payment details yourself before sending. Keep a copy and record the due date.

Keep the follow-up simple

If payment is overdue, check whether the invoice arrived and whether anything is missing. A first message could say:

“Hi [name], I’m checking invoice [reference] for [amount], due on [date]. Could you confirm it reached the right person and let me know the payment date? I’ve attached a copy. Thanks.”

Use the agreed terms and relevant local guidance if the issue continues. Do not invent penalties or add charges you have not checked.

Finish the handover properly

Confirm what has been delivered and how the customer can access it. For a Base44 project, explain the account setup, recurring platform costs and support arrangements. Avoid sending credentials through ordinary messages.

Record what was paid, your costs and the total time spent. Review the price before your next project: What should you charge? helps you work through it.