Most trades professionals didn’t get into the business for the paperwork. And yet, it tends to follow every job; quotes, invoices, follow-ups, and the occasional radio silence when it’s time to collect.
If that sounds familiar, you’re not alone. Whether you’re working solo or managing a team, staying on top of payments can be a full-time job in itself. And while no process is perfect, there are a few ways to speed things up, without changing the way you work or chasing down clients who “meant to pay you last week.”
This article isn’t about adding extra admin. It’s about making the payment part smoother, so you can keep things moving with less friction and more predictability.
Setting Expectations Early
You likely already include payment details in your quotes or work agreements, whether that’s through email, a tool like Jobber, or just a good conversation before work begins. What matters most is clarity.
Clients are much more likely to pay on time when they know:
- When deposits and final payments are due
- What payment methods are accepted
- If there’s any fee associated with card payments
- Whether there’s a window for payment after the job is complete
These details don’t have to be formal or complicated, just easy to understand. Including them on your quote, invoice, or even in your initial message can help avoid confusion and follow-up later.
Making It Easy to Pay When the Job’s Done
When the work is finished and your client’s happy, that moment tends to be the smoothest point to wrap things up, including payment.
Offering a way to pay right then (whether it’s tap, card, or a quick link) can go a long way. Some contractors prefer to send the invoice later, and that works too. But for those looking to shorten the delay, sending a mobile link or accepting card on-site can help close the loop while everything’s still fresh.
It’s not about pushing for instant payment, just about giving the option.
Payment Methods That Fit the Job
E-transfer is still the go-to for many trades professionals, and for good reason. It’s quick, familiar, and fee-free. But some clients prefer to pay by card, especially for larger jobs or if they’re short on cash that day.
Offering options means clients can choose what works best for them. Some popular payment methods to consider include:
- Credit or debit cards (tap, chip, or link)
- E-transfer
- EFT
- Terminals or QR codes
The easier it is to pay, the less likely you’ll be waiting.
And if you’re currently covering the cost of card fees out of pocket, you’re not alone, but you don’t necessarily have to. In Canada, there are compliant ways to add a small surcharge to credit card payments, so the fee is passed to the customer instead of cutting into your margin. It’s fully transparent, capped by law, and only applies to credit (not debit)
Fee Recovery Without Surprise Charges
In Canada, if you’re adding a surcharge to card transactions, there are a few rules to keep in mind:
- The fee must only apply to credit cards (not debit or prepaid)
- It must be clearly disclosed before payment
- It must be capped (currently at 2.4%)
- It must appear as a separate line on the receipt
That’s why having the right tech in place matters. When the surcharge is applied automatically and clearly shown before payment, you stay compliant and transparent. Clients appreciate knowing up front, and many don’t mind the fee when it’s explained properly. Offering debit or e-transfer without the fee also gives them a choice.
At Rescue, our technology automatically detects when a credit card is used and applies the surcharge (up to 2.4%) on your behalf. It’s fully compliant, clearly disclosed to your customer, and built to work seamlessly with your existing tools, so you never have to think twice about whether you’re following the rules.
Invoicing Tools That Keep You Moving
If you’re using tools like Jobber, QuickBooks, Wave, or Housecall Pro, you’ve already got the backbone in place. You can quote, invoice, and track payments all in one place.
But not all platforms handle payment processing the same way, and some charge more than others.
What this could look like:
- QuickBooks Online: With full integration, you can send invoices the same way you always have, but with the “Pay Now” button replaced by the payment provider’s system. It applies the surcharge (if you’re using one), handles the compliance, and ensures your invoice flow stays untouched.
- Jobber, Wave, Housecall Pro: These tools don’t allow third-party processors to fully integrate, but you can still use them alongside an unintegrated provider. You’d create your invoice on the platform like usual, and then send a custom payment link within the same email. It takes just a few seconds and lets you keep your current workflow while reducing processing costs.
You don’t need to overhaul your system to make improvements, you just need a setup that works with what you already do.
Following Up Without the Headache
No one likes sending reminders. Even when the work is done, that final email or message asking, “Just checking in, did you get a chance to pay that invoice?” can feel uncomfortable.
A simple way around that is using automated reminders. Many invoicing platforms offer built-in email or text notifications that go out:
- The day the invoice is sent
- A few days before the due date
- A day or two after, if payment hasn’t come in
Clients usually appreciate the nudge, it’s easy to miss an email or forget to hit send on an e-transfer. And when reminders are automated, you don’t have to be the one doing the chasing.
Not Currently Accepting Card?
If you’ve been holding off on card payments, maybe due to fees, tech requirements, or just a preference for simpler methods – you’re not alone. But for many trades, offering card as an option can open up faster, more reliable payment.
Here’s what you’d need to start:
- A virtual terminal (for link-based payments via text/email)
- A handheld terminal (for on-site tap, chip, or swipe)
- Clear disclosure if you’re passing on the processing fee
You don’t need to overhaul your process to offer card payments. Adding the option, especially one that lets you pass the fee to the client, can help speed up payment, particularly on high-value or last-minute jobs.
We often work with trades who say, “I never used to take cards, but now it’s 50% of what I get, and I’m not losing money on the fees anymore.”
Why It Matters
You know what works best for your business. But if late payments, high processing fees, or time spent on follow-ups are starting to wear you down, a few small tweaks can make a big difference.
Whether it’s accepting card without eating the fees, syncing with your existing platforms, or just giving your clients more ways to pay, it all adds up to less admin and more cash flow.
Rescue Payments, we work with trades professionals across Canada to help streamline payment collection without changing how you run your business. If you want to explore what that could look like for you, we’re happy to walk you through it.
No pressure. No contracts. Just clear, cost-effective tools to help you get paid.
