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How to get paid on time as a small business in Kenya
Late payment is one of the biggest problems for freelancers and small businesses. Most late payments are not bad intent. They happen because the terms were unclear, the invoice was hard to act on, or nobody followed up. These steps make being paid on time the normal outcome.
1. Agree the terms before you start
Say how and when you will be paid before any work begins. For bigger jobs, ask for a deposit, often a part of the price upfront, and agree when the balance is due. Put it in your quotation so it is written down.
2. Send the invoice straight away
Send the invoice as soon as the work is delivered, not at the end of the month. Include a clear due date, such as "due in 7 days", next to the total.
3. Make paying easy
- Show your M-Pesa Till or Paybill number and the account reference to use, or your bank details, right on the invoice.
- Send the invoice in the place your customer already reads, usually WhatsApp or email.
- Offer one or two payment options instead of many.
4. Follow up politely and on a schedule
- A day or two before the due date: a friendly reminder with the invoice attached.
- On the due date: a short message asking if they have paid or need anything from you.
- A few days after: a polite follow-up that restates the amount and the date, and asks for a payment date.
Keep every message calm and factual. BizKipe's dashboard has follow-up reminders so you do not have to remember each customer yourself.
5. Keep records of what was paid
When a customer pays, note the amount, the date and the M-Pesa or bank reference, and send a receipt. Matching payments to invoices avoids arguments later. Your records are your evidence if a customer disputes what they paid.
6. Handle disputes early
If a customer questions an invoice, ask what exactly they disagree with and correct any genuine mistake quickly. A clear quotation and a specific invoice make these conversations short.
Create an invoice or quotation free →
Common questions
Can I charge a late fee?
Only if you and the customer agreed it beforehand, so put it in your quotation or terms. Adding a new fee after the fact usually causes more problems than it solves.
How soon should I send a reminder?
A friendly reminder a day or two before the due date works well, followed by a message on the due date and a firmer follow-up a few days later.
Should I ask for a deposit?
For larger jobs or custom work, many small businesses ask for a deposit so that the customer is committed and you can cover your costs. Agree it in writing first.