Administration
Invoices & Payments: The Complete Guide for Freelancers
A professional invoice is more than a payment request - it's your business card. And what do you do when a client doesn't pay? In this complete guide you'll learn everything about proper invoicing, payment terms and collecting outstanding invoices. Want to create a compliant invoice right now? Try our free invoice generator.
What should be on your invoice?
Make sure every invoice you send includes all the following elements.
Required invoice information
Payment terms: What is legally allowed?
| Customer type | Maximum term | Standard | Specifics |
|---|---|---|---|
| Large companies → Freelancer | 30 days | 30 days | Shortened since July 2023! |
| SME → Freelancer | 60 days | 30 days | Only longer with good reason |
| Government → Freelancer | 30 days | 30 days | Strictly enforced |
| Consumers | Self-determined | Self-determined | No legal maximum |
A small but effective improvement in how you communicate payment terms can make a big difference.
Statutory interest for late payment
Interest rates 2025
Step plan: What to do with non-payment?
Step 1
Friendly reminder
After 7 days: Send a friendly reminder. The invoice may have been overlooked.
Step 2
First reminder
After 14 days: Formal reminder with new payment date (7 days). Mention possible consequences.
Step 3
Final reminder + costs
After 30 days: Reminder with €40 collection costs (B2B) and statutory interest. Threaten with collection agency.
Step 4
Collection agency
After 45 days: Engage professional collection agency. They take over contact.
Step 5
Bailiff
After 60+ days: Bailiff starts legal procedure. Extra costs for debtor.
Collection costs: What can you charge?
Business clients
Minimum €40 directly after due date, no reminder needed
Automatic right!
Private clients
First reminder, then max 15% collection costs
Reminder required
| Claim | Max collection costs B2C | Percentage |
|---|---|---|
| Up to €267 | €40 | 15% |
| €267 - €667 | €75 | 11,25% |
| €667 - €2.500 | €150 | 6% |
| €2.500 - €6.775 | €300 | 4,5% |
| Above €6.775 | €6.775 maximum | 0,5% |
Practical tips to prevent payment problems
Arrange in advance
Administrative order
Besides good administration, proactive communication prevents most payment issues.
When to write off?
Frequently asked questions
Can I stop delivery for non-payment?
Yes, but only if this is stated in your terms and conditions. For ongoing services you may suspend the service after a written warning.
When does an invoice expire?
After 5 years for business clients, 2 years for consumers. The term starts on the due date of the invoice. So send reminders on time to prevent expiration.
Do I have to pay VAT on uncollectable invoices?
No, you can reclaim the VAT as soon as it is definitively established that the claim is uncollectable. You must be able to prove this with, for example, a bankruptcy declaration.
Useful tools and templates
Invoice templates
Professional templates that meet all requirements
Ready to use
Reminder letter generator
Automatically the right tone and legal terms
Save time
General conditions
Protect yourself with good conditions
Legally tested