Chapter 1 of 6 · 4 checks · 3 min
Agree how you will be paid before work starts
Most payment problems start with things nobody agreed. Settle currency, method, fees and timing in writing before you write any code.
Agree the invoice currency in writingMust
Why it matters and how to check
Quote and invoice in one named currency, usually the one you want to receive, such as USD, EUR or GBP. If the client pays in a different currency, someone along the way converts it at a rate you did not choose, and you may receive noticeably less than you expected.
Write the currency into the proposal and contract, not just the number: "2,000 USD", not "2,000".
Check it: the proposal, contract and every invoice name the same currency, and the client has confirmed in writing that they can pay in it.
Do
- Write the currency code next to every amount
Avoid
- Amounts with no currency in the contract
Agree the payment method and test that it works for youMust
Why it matters and how to check
Before work begins, agree how the client will pay: a freelance platform, a bank transfer, a payment request from a service like Payoneer, or account details from a service like Wise. Each one must work on both sides: the client must be able to send from their country, and you must be able to receive and withdraw in yours.
A client's usual method may simply not be available where you live, so check rather than assume.
Check it: you have received at least one small real payment, or a test payment, through the agreed method and withdrawn it to your local bank account before the first large invoice.
Do
- Test a small payment before a large one
Avoid
- Accepting a method you have never received money through
Agree who pays transfer and platform feesMust
Why it matters and how to check
International payments can carry several fees: the sender's bank, intermediary banks, the receiving service and currency conversion. On some services the payer chooses who pays: Payoneer says your client selects who pays the applicable fee before completing a payment request, and suggests discussing it with the client in advance.
For bank transfers, SWIFT payments let the sender choose whether they pay all charges or share them, which affects how much arrives. Say in your contract that the invoiced amount must arrive in full, or price the fees in.
Check it: the contract says who pays fees, and the amount you received on your last invoice matches what you expected after any agreed fees.
Do
- State "amount to be received in full" in the contract where possible
Avoid
- Discovering intermediary fees after the first invoice
Set payment terms, due dates and a depositMust
Why it matters and how to check
Write when each invoice is due, for example within 14 days of the invoice date, and how payments are tied to milestones. For direct clients, a deposit before work starts and milestone payments after keep you from being owed for more than one stage of work.
International transfers can take several working days, so set due dates with that in mind and say what happens if a payment is late, such as pausing work.
Check it: the contract has a payment schedule with amounts, triggers and due dates, and you have received the deposit before starting work on a direct project.
Do
- Make the start date depend on the deposit arriving
Avoid
- One payment at the very end of a long project