Updated 22 September 2026
Bill what you already agreed
Pull the line items from the accepted quote. If the scope grew, send a new quote or a visible change line first. Addresses, invoice number, and issue date sound bureaucratic until a finance team in Dubai asks for them. Use a number you can find again.
“The invoice records the deal. It does not chase the wire, and it is not a tax filing.”
Net-7, net-14, and a date the PDF can print
“Pay when you can” is how invoices age in silence. Put a due date. Say it on the document, not only in the chat. If you use Qufy with an account, you can send a follow-up from the document instead of writing a new awkward paragraph every Friday. The reminder is still your relationship: polite, dated, with the link attached.
What stays out of this tool on purpose
Qufy is not a collections agency and it does not mark anyone as a debtor. It does not file VAT. It does not become a silent third party in the wire. That split is the point. Put your IBAN on the notes. Qufy is not accounting software. Keep your books in your accounting tool.
A follow-up cadence that does not burn the relationship
Day 0: send the invoice link and the PDF, with the due date in the first sentence. Day +1 after due: “Checking this is with the right person — here is the link again.” Day +7: ask whether they need a PO amendment or a split across two cost centres. Day +14: pause new work if the contract lets you, and say so in writing. Do not stack shame. Do not invent late fees on day 15 that were never in the deal.
International wires add days. If you billed USD to a Gulf company, say in the notes that you will confirm when the amount lands net of correspondent fees. A “missing” $18 is often the bank, not theft. Write who absorbs that fee on the quote, not in the argument.
Deposits prevent most of this article
If 40–50% landed before you opened Figma, a late remainder is annoying, not existential. Put the deposit on the contract and issue a first invoice that matches it. The second invoice is then a known remainder, not a surprise. This is why the contract guide sits next to this one on the Blog.
What to take away
- Put a due date on the PDF. “Pay when you can” is how invoices age in silence.
- Qufy can nudge from the document. It is not a collections agency and not a bank.
- Late fees you did not disclose on day one rarely collect.
Questions people ask
What due date should I use?
Net-7 is fair for a small WhatsApp job paid by the founder. Net-14 or net-30 is what many Gulf finance teams already run. Ask once, write it on the document, and wait for a PO number if they have one — sending without it often means the invoice never enters their system.
Does Qufy charge the client’s card if they are late?
No. There is no card checkout, Mada, Fawry, or Wise button. Put payment details on the invoice notes. When they pay, mark the invoice paid in your Qufy workspace. Qufy handles documents you control, not money we hold.
Should I add a late fee after they miss the date?
If it was not on the contract and invoice from day one, adding it in a panic rarely collects and often kills the next job. If the invoice is late because scope was never signed, go back to the contract — do not invent penalties on Friday night.
