How to Secure Payment Before Starting Work

Here's a scenario you might recognise:

You quote a job. Customer says yes. You buy materials, block out the time, turn up ready to work. Then:

• "Actually, can you start next week instead?"
• "We've decided to go with someone else"
• "We don't have the money right now"

You're out time, possibly out materials, definitely out patience.

Or worse: you do the whole job, then chase payment for months. Maybe you never get it at all.

The solution is simple in theory: secure payment before you start. This guide shows you how to do it properly.

Why "Start Now, Invoice Later" Is Madness

Traditional approach:

1. Quote job
2. Start work immediately
3. Complete everything
4. Send invoice
5. Wait 30-60 days
6. Hope they pay

This puts all the risk on you. If they don't pay, you've lost everything - time, materials, and money.

Smarter approach:

1. Quote job
2. Get deposit
3. Start work
4. Get stage payments
5. Complete work
6. Collect final payment immediately

Risk is shared. Cash flows. You never work for free.

The Deposit: Your First Line of Defence

How Much Should You Take?

Job Size	Recommended Deposit	Why
Under €300	100% upfront	Too small to chase if unpaid
€300-€1,000	50%	Covers materials + commitment
€1,000-€5,000	30-50%	Should cover materials
€5,000+	25-40%	Plus milestone payments

Golden rule: The deposit should at least cover your out-of-pocket costs. If materials are €2,000 on a €5,000 job, a €500 deposit is pointless.

When to Ask

Immediately after quote acceptance:

"Great, I'll get you booked in. To confirm the booking, there's a 40% deposit of €2,800. I'll send that over now - once that's cleared, I'll order the materials and block out the dates."

Say it matter-of-factly. This is normal business practice.

How to Take It

Invoice it properly:

• Send a deposit invoice
• Include "Deposit" in the description
• Reference the full job it's for
• Include your payment link

With Manano: "Create a deposit invoice for the Murphy bathroom, €2,200" - sent in 30 seconds.

The Critical Rule: Wait Until It Clears

Don't:

• Start when they "promise" to pay
• Order materials when they "say" the transfer's done
• Book the time until money is in your account

Do:

• Wait for payment to show in your account
• Then order materials
• Then book the dates

This one rule alone would save most tradespeople from most payment problems.

Written Agreements: Getting It On Paper

Verbal agreements are dangerous. People "misremember." They "thought it was less." They "didn't realise that was extra."

What to Get in Writing

At minimum:

1. What work you're doing (scope)
2. What you're charging (price)
3. Payment terms (deposit, stages, final)
4. What's not included
5. Approximate timeline

Better: A proper quote that becomes an agreement when accepted.

How to Get Agreement

Email/text works:

"Hi Sarah, following our chat, here's the quote for the bathroom:

• Rip out and disposal: included
• New suite supply and fit: included
• Tiling floor and walls: included
• Electrics: excluded (needs electrician separately)

Total: €5,500 including VAT

Payment: 40% deposit (€2,200), 30% when plumbing complete (€1,650), 30% on completion (€1,650)

Timeline: 2 weeks from deposit received

Reply "yes" to confirm and I'll send the deposit invoice."

When they reply "yes," you have agreement in writing.

For Bigger Jobs: Proper Contracts

Jobs over €10,000 warrant proper contracts. Include:

• Detailed scope of work
• Materials specifications
• Payment schedule
• Change order process
• Completion timeline
• Dispute resolution
• Cancellation terms

You can buy standard construction contract templates or have a solicitor draw one up.

The Escrow Option: Maximum Security

For very large jobs or customers you're unsure about, consider escrow.

What Is Escrow?

The customer puts project funds into a secure third-party account. Money is released to you as milestones complete.

Example:

• Job total: €30,000
• Customer deposits €30,000 into escrow
• You complete Stage 1
• Customer verifies Stage 1
• Escrow releases €9,000 to you
• Repeat for each stage

Benefits

For you:

• Money definitely exists (it's in the account)
• Can't be spent on something else
• Released as you complete work
• Dispute process if there's disagreement

For customer:

• Money is protected until work verified
• Not at risk if you don't perform
• Clear milestones and accountability

When to Use It

• Projects over €25,000
• New customers you don't know
• Customers who've been slow before
• Complex projects with dispute potential
• Customer requests it (some prefer it)

The Cost

Typically 1-2% of project value. For a €50,000 job, that's €500-€1,000.

Worth it? If it guarantees you get €50,000, probably yes.

Handling Pushback on Deposits

Some customers resist deposits. Here's how to respond:

"I've never paid a deposit before"

"It's standard practice in the trade, especially for jobs where I'm buying materials upfront. The deposit covers those costs - means I can get everything ordered and have it ready for the start date."

"Can't you trust me?"

"It's not about trust - it's about running a proper business. Every customer pays the same terms. And it works both ways - you're protected because I can't just disappear with a small deposit."

"I'll pay everything at the end"

"I understand the preference, but I can't fund the materials upfront on larger jobs. The deposit/milestone system means you're paying as you see progress. If anything, it's more protection for you."

"We're still getting quotes"

"No problem at all. When you're ready to go ahead, just let me know and I'll send over the deposit invoice to confirm the booking."

They Absolutely Won't Pay Any Deposit

Red flag. Big red flag.

Either:

• They can't afford it (so how will they pay at the end?)
• They don't trust any tradesperson (difficult customer ahead)
• They're planning not to pay (obvious risk)

Walk away. There's other work.

Timing: When to Take What

Small Jobs (Under €1,000)

Before starting: 50-100% deposit On completion: Remaining balance (same day)

For very small jobs, full payment upfront is reasonable. It's too small to chase if they don't pay.

Medium Jobs (€1,000-€5,000)

Before starting: 40-50% deposit Midpoint: 25-30% stage payment Completion: 20-30% final payment

Two payment points minimum. Don't carry the whole job.

Large Jobs (€5,000+)

Before starting: 30-40% deposit Multiple stages: 20-30% each Completion: 10-15% final

More stages = more protection. Monthly invoicing on long jobs at minimum.

Materials-Heavy Jobs

If materials are a big portion of the cost, the deposit should cover them:

Example: €8,000 kitchen with €5,000 in units Deposit should be at least €5,000, not 30% (€2,400)

You shouldn't be out of pocket on materials before you've started.

Making Payment Easy (So They Actually Pay)

Securing payment upfront only works if paying is easy.

The Friction Problem

Hard to pay = delays and excuses Easy to pay = quick payment

Remove Every Obstacle

Include on every invoice:

• Clear payment link (one tap to pay by card)
• Bank transfer details
• Due date

Accept:

• Card payments (most convenient)
• Bank transfer (some prefer it)
• Make it their choice

Manano's approach: Every invoice has a "Pay Now" button. Customer taps, enters card, done. Money in your account same day.

Follow Up Fast

If the deposit isn't paid within a day or two, follow up:

"Hi Sarah, just checking the deposit invoice came through okay? Let me know if you need me to resend the payment link."

Prompt follow-up shows you're professional and expect prompt payment.

Red Flags to Watch For

Payment Red Flags

• Won't pay any deposit
• "I'll pay when my own client pays me"
• Vague about where money is coming from
• Previous tradesperson left job halfway

Behaviour Red Flags

• Very slow to respond
• Constantly changes requirements
• Unrealistic about budget vs. expectations
• Blames previous tradespeople for everything

Property Red Flags

• Property being sold (money may be tied up)
• Rental property with absentee owner
• Disputed ownership

When you see red flags, increase your protection:

• Higher deposit
• More frequent milestones
• Escrow
• Or walk away

Documentation Checklist

Before starting any job:

• Written quote/scope provided
• Customer has accepted in writing
• Payment terms clearly stated
• Deposit invoice sent
• Deposit received and cleared
• Materials ordered (if applicable)
• Start date confirmed

After job:

• Final invoice sent immediately
• Payment link included
• Followed up within 48 hours if not paid

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The Manano Way

Manano makes securing payment simple:

Deposit invoices: Create in 30 seconds via WhatsApp Payment links: Every invoice has one-tap card payment Instant notification: Know the moment payment arrives Stage invoices: Just as easy for milestones All records kept: Everything documented

You focus on the work. Payment protection is built in.

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The Bottom Line

Every job should start with:

1. Written agreement on scope and price
2. Clear payment terms
3. Deposit in your account (not promised - received)

No exceptions. No "just this once." No "they seem trustworthy."

Trustworthy customers are happy to pay deposits. It's the ones who won't that you need protection from.

Get paid before you start. Get paid as you work. Get paid on time.

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