How to get clients to pay faster in Switzerland

Prepare for payment before the assignment begins

Many delays start well before the due date: an unapproved budget, the wrong contact, a missing purchase order or a disputed deliverable. Clarifying these points early reduces avoidable obstacles.

Understand the client’s approval process

Before accepting the work, establish who approves it, who receives the invoice and who authorises payment. For a larger organisation, check whether a purchase order, internal reference or particular invoice format is required.

Agree an advance or milestone payments

An advance reduces the outstanding exposure and confirms the client’s commitment. For a long project, connect each payment to an observable stage: launch, interim approval, delivery and final settlement. Record the amounts, dates and conditions in the accepted quotation or contract.

Set delivery conditions in advance

If the final balance must be paid before a final document is released, agree this before work starts. Adding the condition at the last moment creates a dispute instead of accelerating payment. Previews, formal approvals and staged delivery can help clients assess progress.

Send a complete invoice as soon as the work is billable

A late invoice is unlikely to be paid early. Issue it when the agreed service or milestone becomes billable. Our article on how to issue an invoice in Switzerland explains the information to check.

The client should be able to understand and pay the invoice without another exchange. Check:

• correct supplier and customer names and addresses;
• invoice number and date;
• a clear description of the goods or services;
• amount, currency and applicable taxes;
• the exact payment due date;
• IBAN, payment reference and QR-bill, where used;
• the quotation, assignment or purchase order reference required by the client;
• contact details for billing questions.

A consistent template reduces mistakes and speeds up internal checks. Invoicing software suited to Swiss businesses can also bring templates, deadlines and payment tracking together.

Make payment straightforward

Every extra step gives the client another reason to postpone payment. Choose methods that are convenient for them, compatible with your processes and proportionate to the invoice amount.

Providers such as Stripe offer online payment options. Such tools can make payment easier, but they cannot replace an accurate invoice or clear terms. Check the provider’s current conditions before adopting a service.

Set a clear payment deadline the client understands

Avoid vague wording. State the agreed payment period and the calendar date by which payment must arrive. The quotation, contract and invoice should be consistent.

Under Article 102 of the Swiss Code of Obligations, where the parties have agreed a specific performance date, default generally begins when that date passes. Without such an agreed date, a demand from the creditor plays an important role. Merely adding a date unilaterally to an invoice is not always equivalent to agreeing it beforehand.

Article 104 generally provides for default interest of 5% per year on an overdue monetary obligation once the debtor is in default. This does not give you unrestricted authority to invent penalties or collection fees. Check the contract, when default began and the circumstances before claiming an amount.

Consistent deadlines also improve forecasting. Our article on managing company cash flow explains how to anticipate payment needs.

Use a regular, proportionate reminder process

A useful reminder first checks that the invoice was received, understood and sent to the right person. Adjust the intervals to the amount, relationship and agreed terms.

1. Before the due date: send a courteous reminder for significant invoices and check that approval is not blocked.
2. On the due date: restate the invoice number, amount, date and payment method.
3. After the due date: ask whether the invoice is disputed or simply awaiting processing.
4. If the delay continues: call, agree a realistic payment date or schedule and confirm it in writing.
5. As a last resort: send a clear formal demand before considering collection or Swiss debt enforcement proceedings, taking the legal circumstances into account.

Example of a payment reminder

Subject: overdue invoice [number]

Hello [first name],

According to our records, invoice [number] for CHF [amount], due on [date], remains unpaid. Could you confirm when payment will be made? The invoice and payment details are attached.

If something is preventing payment, or you dispute part of the invoice, please let us know so we can address it promptly.

Thank you and kind regards.

Resolve the problem while preserving the client relationship

A delay may come from an oversight, a missing reference, an invoice sent to the wrong department, disagreement over the work or a cash shortage. Identify the cause before deciding how to respond.

If the client disputes the invoice, ask them to specify the issue in writing. Correct genuine errors promptly and, where appropriate, request payment of the undisputed portion. If the difficulty is temporary, a realistic written payment schedule may be more useful than repeated promises without a date.

Keep communication professional and factual. Thanking the client once payment arrives closes the follow-up properly and supports the ongoing relationship.

Adapt terms to the client’s risk and the amount involved

Assignments carry different levels of risk. For a new client, long project or substantial amount, check the company’s identity, signing authority and relevant public information before committing.

Reduce exposure through an advance, a credit limit, interim payments or an agreed right to suspend new work while earlier invoices remain unpaid. Explain these terms before starting and apply them consistently.

A regular client with a reliable payment record may justify more flexibility. The aim is to match terms to the confidence established through experience.

Slow collections tie up resources in receivables. Our explanation of working capital requirements shows how payment delays affect the financing your business needs.

Mistakes that delay customer payments

• Waiting several days to issue an invoice that is already billable.
• Using vague terms without a specific due date.
• Omitting a purchase order reference or sending the invoice to the wrong contact.
• Delivering a substantial assignment without an advance or interim approval.
• Offering only a payment method the client finds inconvenient.
• Following up late, irregularly or with unnecessary aggression.
• Allowing new work to accumulate while older invoices remain unpaid.
• Announcing penalties, fees or terms that have not been agreed or checked.

A reliable collection process depends on the consistency of the whole client journey. Define the assignment, invoice accurately, simplify payment, monitor deadlines and act when a problem emerges.

Frequently asked questions