Timber ordered, deposit not received
The customer agreed the design and said they would transfer the deposit at the weekend. On Monday you ordered the walnut, because the timber yard had a good batch in. On Wednesday you checked the bank and the deposit was not there. It arrived the following week, after a reminder you felt awkward sending.
At the other end, the balance for a set of fitted cupboards was due before fitting. The fitting went ahead because the customer was at home and it seemed rude to refuse. Three weeks later you are still asking for the last payment, and the customer has found a small mark they want fixed first.
Payments are not tied to progress
Most bespoke makers have sensible terms: a deposit to start, perhaps a stage payment when materials are bought or the piece is made, and the balance before delivery. The terms are fine. What is missing is anything that connects them to where the job actually is.
- Payment stages are written in the quote but not tracked.
- Nobody checks the bank before ordering materials or starting work.
- Invoices for stages are raised when the maker remembers.
- The balance is asked for on delivery day, face to face.
- Payments in the bank are matched to jobs by eye.
What loose payments cost
Starting a commission before the deposit clears means buying expensive timber on trust. If the customer changes their mind, you are left with materials bought for a design nobody wants. Chasing balances after delivery puts you in a weak position, and small snags become reasons to delay. Cash flow in a small workshop is tight, and these gaps make it tighter. The awkwardness also matters: makers are not credit controllers and hate asking.
Payment stages built into the commission
- When a quote is accepted, its payment stages are set up on the commission: amounts or percentages and the milestone each belongs to, following your own terms.
- At each milestone, an invoice is created in your accounts package, such as Xero or QuickBooks, and sent with a payment link through a service such as Stripe, or with bank details if you prefer transfers.
- The commission shows whether each stage is paid. Steps such as ordering timber or booking delivery show a warning if the stage before them is unpaid.
- Reminders go out on your schedule, politely worded by you, so you do not have to write them each time.
- Payments received are matched to the commission automatically where possible, and anything unclear is listed for you to match.
- The balance is requested ahead of delivery, with the delivery booking confirmed once it is paid, if that is your policy.
| Stage | Today | With payment stages |
|---|---|---|
| Deposit | Asked for, checked in the bank app | Invoice and link, status on the job |
| Materials ordered | Whether or not deposit paid | Warning if unpaid |
| Interim payment | Often forgotten | Raised at the milestone |
| Balance | Asked at the door | Requested before delivery is booked |
Getting paid without the awkward conversation
The system asks for money at the points your terms say, so you do not have to. You know before ordering timber whether the deposit is in. Balances are settled before delivery day, so the handover is about the furniture. Your accounts are up to date because every invoice and payment is recorded as it happens. Your terms and what to do when a customer does not pay remain yours to decide.
Is payment chasing a chore?
- You have bought materials before a deposit arrived.
- Balances are chased after delivery.
- You check the banking app to see who has paid.
- Stage invoices go out late or not at all.
- You find asking for money the worst part of the job.