Let’s beat late payments together

South Africa’s small businesses are sick of chasing payments, with getting paid on time representing the biggest challenge for half of small business owners.

So we’re taking action. Here you’ll find advice and tools to help you get paid faster.


Explore the effects and discover solutions

Cashflow issues force thousands of small businesses to fail each year but, together, we can change that. Start now with Chasing Payments, powered by Xero.

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Facts and figures paint the picture

We asked more than 500 South African businesses about late payments**. The results highlight an endemic issue and real opportunities for change.


The effect of late payments

Of those who take less than 7 days off a year, only 39% worry about cash flow / overdue invoices (spending 7.68 hours a month chasing them), compared to 56% for those who take three weeks off (14 hours).  Those that take a whole month spend less time chasing payments (7.58 hours), though 49% of them still worry.  

Fortunately though, 76.79% of SA’s small business owners get a solid 7 to 8 hours of sleep each night.


Port Elizabeth gets the worst of it

On average, small business owners spend 1.3 days per month chasing invoices, with the average invoice paid 10 days late.

Port Elizabeth businesses are the worst off (1.5 days), ahead of those based in Johannesburg (1.1 days).


Reasons for late payments

The main factors believed to be responsible for late payments include the fact that customers are waiting for payments themselves (24%), customers are disorganised and can’t track their payables (23%) or that customers have set their own internal payment terms for paying invoices, regardless of supplier terms (23%).



Industries affected worst by late payments

We asked businesses to identify their industry as part of our survey, and what we found reflected a vast disparity for payments.

The worst affected sector is Healthcare, where businesses spend 2.6 days a month chasing invoices, followed by Manufacturing & Utilities, Architecture, and Engineering & Building at 1.5 days each.


Late payments the biggest challenge for half of South African SMEs

Getting paid on time represents the biggest challenge for half (50%) of South Africa’s small business owners. With late payments causing cash flow issues for 32% of respondents, 18% blame them for reduced morale and 16% feel that late payments result in reduced productivity.

But what this perhaps highlights more clearly, is that late invoices are potentially risky for South Africa’s National Development Plan, which aims to create 11 million jobs by 2030. Supporting small businesses is key to achieving this but, as our research shows, this will be difficult with the spectre of unpaid invoices and cash flow difficulties hanging over the country’s entrepreneurs. The issue of late payments should be given more prominence, with education needed on how business owners can improve cash flow.


Thought leaders provide valuable insight

Read guides on techniques that can help to make late payments a thing of the past, find templates for late payment communications and more.


A startup’s guide to getting paid on time

Not getting paid on time is an enemy to your cashflow but unfortunately it's a problem many businesses face. There are things you can do to prevent it or reduce its impact though. 

Do your research before doing business with another company to find out their credit history and financial background. 

Make your terms of payment clear and ensure the customer understands them before you deliver the work. Invoice immediately after the work or service is completed and make sure all the required information is included so payment isn't delayed for a simple reason such as the wrong purchase order number or contact name.

Provide the customer with various ways to pay including credit and debit cards and don't feel bad about chasing payments. Although you are entitled to impose interest on late payers you may not wish to do it for fear of damaging the relationship but there's no harm in reminding an overdue payer in a polite and courteous way.

A start-up's guide to funding, cashflow and getting paid on time>

Invoice payment terms: Top seven tips

A Xero Small Business Guide

Small business cashflow depends on prompt payment. We analysed over 12 million invoices and revealed some vital insights into getting paid on time. We also asked the small business community for their tips and tricks.

Find out how you can speed up payment in this comprehensive free guide to small business invoicing and learn how to set payment terms that get you paid on time.

Small Business Guides Invoice payment terms: Top seven tips>

Profit isn’t the problem – cashflow is king

What is cashflow management? In its simplest form, cashflow management is doing everything possible to make sure money flows into your business as quickly as possible, and leaves the business as slowly as possible.

When you’re a busy, hard-working small business owner, getting paid on time is vital for success. But, invariably, not everyone can or will pay up when they should.

And those cashflow, billing and invoicing challenges certainly aren’t unique to the small business community. Profitable businesses are just as likely to close their doors for cashflow reasons as unprofitable ones.

No matter how well-respected, innovative or essential your business and its output is, if you’re not in control of the books, you may end up treading water.

Stay afloat with five top tips to help you to get paid on time, invoice more efficiently and create a healthier cash flow:

1. Discuss payment terms before you get started

Getting this sorted upfront means that there is no confusion down the track. It also sets the client’s expectations around payment before you start the work.

2. Keep detailed records of inventory and time

This saves time when it comes to creating the invoice and makes sure you don’t miss anything. It also means if things are going over budget you can let your client know.

3. Make the invoice clear and easy to understand

List the details of the job in a way that makes sense to the client; any confusion could create a payment lag. It’s also good to personalise your invoice with your business logo and your bank details so you can be paid.

4. Use online invoicing & implement payment services

Xero offers an online invoicing feature that encourages collaboration with your clients, changes made to invoices are instantly updated, letting you know whether the invoice has been received, as well as viewed. This, coupled with a payment service, can really help get that payment in quicker. Up to two weeks quicker in fact!  

5. Keep on track with debtors

The squeaky wheel gets the oil. When things become overdue, send reminders, monthly statements or make a phone call. It shows that you are serious about getting the invoice paid. Having a process that helps streamline invoicing can reduce the amount of time you spend collecting your hard-earned money.


Top tips for better cashflow

To help you avoid late payments and improve cashflow, Gary Turner, Managing Director of EMEA sets out his tips for small business owners.

1. Invoice promptly

The sooner you invoice, the sooner you’ll receive payment. It’s vital to get your invoicing process right from the start so that it is efficient and pain-free.

2. Establish a relationship

Introducing yourself to the people in the accounts departments of the companies you are invoicing can often make a difference. At the same time, ask them to include your invoice number as a reference with every payment they make, to help you determine which invoice is being paid.

3. Keep accurate records

Keep track of the time and materials expended on a client’s project and make sure you invoice for everything. If you record the work done as you go, it saves you trying to remember the details at a later date.

4. Define your payment terms

Consider shortening your invoice payment period to encourage your customers to pay sooner, even to one or two weeks. If you make your best efforts to supply your products and services to your clients’ deadlines, there’s no reason why they shouldn’t try their best to pay you just as quickly.

5. Offer easy payment methods

As a general rule, when you make it easier for your customers to pay, they’ll pay sooner. Some accounting software offers a ‘pay now’ button on online invoices, which means you can send customers invoices online with the option of getting paid instantly.


Smart tools help you speed up payment

From online invoicing to automated payment reminders, explore a collection of affordable solutions to help you get paid faster than ever.


Xero mobile app

Send custom invoices when the job’s done. See when an invoice has been received and opened. Then let automated reminders follow up so you don’t have to.

Learn more>


Don’t waste time chasing payments, let Chaser do it for you – it’s automated invoice-chasing technology that integrates seamlessly with cloud accounting software.

Learn more>

Reminder apps

Set reminders for the payment date when you send an invoice. On a smartphone or smartwatch, it’s a great way to check up on invoices when they’re due.

Visit Google Play

Search App Store


Satago credit control

Simplify the debt collection process with escalating, reminder communications and credit control agents calling on your behalf – all customisable and automatic.

Find out more>

About Xero

Xero is online accounting software that gives small businesses the tools they need to get paid faster, from invoice tracking to automated reminders and much more. 

Try Xero for free