Payment terms and getting paid on time

Getting paid is the most important part of invoicing—and the hardest to enforce if you don't set clear terms. Many freelancers send an invoice and hope for the best, only to chase payment weeks later. A simple upfront agreement on payment terms, a clear invoice, and a follow-up rhythm protect both you and your client.

The legal default: 30 days#

If you don't specify a payment term on your invoice, the Dutch law assumes 30 days from the invoice date. That's the legal default under the Betaaltermijnwet (Late Payment Directive).

This means:

• If your invoice is dated 1 June and you don't state a term, payment is due 1 July.
• If payment hasn't arrived by 1 July, the customer is legally in default and owes statutory interest.

But relying on the legal default is passive. Better to be explicit.

What payment terms should you set?#

The most common options are:

• Net 14 (14 days): Payment due 14 days from the invoice date. Common for B2B work where there's trust and cash flow isn't a worry.
• Net 30 (30 days): The legal default. Safe, industry-standard, and gives the client a month to process the invoice.
• Net 7 (7 days): Aggressive, but sometimes necessary for small jobs or one-off clients you don't know.
• Deposit + Net 30: A deposit (often 50%) due before or upon work starting, the balance due 30 days from the invoice.

Which one should you choose? It depends on:

• Your cash flow. If you work on credit and need to cover costs, a shorter term (Net 14 or Deposit) helps.
• Your relationship. Long-term clients you trust → Net 30 is fine. New client or high-value project → consider a deposit.
• Your industry. Design agencies often work Net 30. Freelance writers might work Net 7 or on receipt.

Recommendation for most freelancers: Net 30 is safe and standard. If you're starting out or cash-flow is tight, Net 14 or a deposit can help. Don't go longer than Net 30 unless it's a major retainer client.

How to state payment terms on your invoice#

Your invoice must clearly show the payment term. Write it in plain text, not buried in small print:

• "Payment due within 14 days of invoice date."
• "Net 30."
• "Payment due by [specific date]."

Also include:

• Your bank account number (IBAN) or payment instructions.
• Any invoice number and date (so the client can reference it when paying).
• Your name and company details (so they know who to pay).

If you use invoicing software (Wave, Xero, FreshBooks), you can usually set a default term that auto-populates on every invoice.

Getting paid late: statutory interest and follow-up#

If a client doesn't pay by the due date, they owe you statutory interest (wettelijke rente). In the Netherlands, this is set by law and changes periodically. As of 2026, the statutory interest rate is typically in the range of 5–7% per annum, but check the current rate on belastingdienst.nl as it adjusts.

How does it work?

• Client's invoice due date: 1 July.
• Payment not received by 1 July. Statutory interest starts accruing from 2 July.
• If unpaid for 3 months, you're owed the invoice amount plus 3 months of interest.

But here's the catch: you don't automatically get the interest. You have to claim it. The process is:

1. Send a reminder (aanmaning). A formal reminder letter, ideally in writing (email is fine).
2. Wait 14 days. Dutch law gives the debtor 14 days to pay after a formal reminder.
3. If still unpaid, charge interest. You can then add statutory interest to the account.

A good reminder letter says:

• "You owe [amount] on invoice [#], due [date]. Payment has not been received. Please pay within 14 days. If not, we will add statutory interest."

Keep it professional but firm.

• State a clear payment term on every invoice (Net 14, Net 30, or with deposit)
• Include your bank account and payment instructions
• Follow up on any unpaid invoice by day 5 after due date (friendly first reminder)
• Send a formal aanmaning (formal reminder) if payment is 14+ days late
• Document all payment communications (emails, letters) for your records
• Consider adding statutory interest after 14 days from formal reminder

Three practical tips to avoid late payers#

1. Collect a deposit for big projects. If your project is worth €5,000+, ask for 50% upfront. It tests whether the client is serious, and it reduces your at-risk exposure.

2. Invoice immediately after work is done. Don't wait a week. Send the invoice the same day or the next day. The faster you invoice, the sooner you get paid (statistically).

3. Use an automated reminder. Many invoicing tools send an automatic reminder 2–3 days before the due date, and another 5 days after the due date. This is often enough to nudge clients without you having to chase them.

4. Know when to walk away. If a client is consistently late (past Net 30, no communication), it's a red flag. Some clients are not worth the cash-flow stress. Consider requiring prepayment going forward.

Deposits: protecting your cash flow#

A deposit (vooruitbetaling) is money the client pays upfront, usually before work starts or at a milestone.

Example:

• Project: design a logo, €2,000.
• Deposit: 50% (€1,000) before design starts.
• Invoice balance: €1,000 on completion.

Deposits are common in:

• Design and creative work. Almost always.
• Custom development. Often 30–50%.
• High-value retainers. Usually monthly upfront.
• One-off projects with new clients. Good practice.

Deposits protect you because:

• You don't carry the entire cost on credit.
• You know the client is serious (they've paid real money).
• If they cancel mid-project, you've already covered some cost.

The downside? Some clients balk at deposits. But it's worth asking. Many will understand, especially if you explain the business rationale.

Tracking payment status#

Keep a simple log of your invoices: date issued, amount, due date, payment received, interest owed (if any).

This is exactly what ZZP Belasting helps you track. You see at a glance which invoices are outstanding and how long overdue they are.

Frequently asked questions#

Payment terms are a business protection, not a formality. Set them clearly, follow up consistently, and remember that getting paid on time is how you stay solvent and grow. ZZP Belasting helps you track every invoice and payment, so you always know your cash-flow position.

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