How to Collect Payment from Bookkeeping Clients Remotely

How to Collect Payment from Bookkeeping Clients Remotely

Getting paid on time is one of the most common challenges bookkeepers face — especially when working with remote clients. Chasing invoices, sending reminders, and managing inconsistent payments isn’t just frustrating — it’s bad for cash flow.

The good news? With the right tools and a clear workflow, you can automate remote payment collection and ensure your money arrives on time — every time.

🧾 Why Remote Payment Collection Matters

Even if most of your clients are local, remote payment systems are essential for:

• Saving time on admin

• Reducing payment delays

• Appearing more professional

• Enabling faster onboarding

• Supporting national (or international) clients

A good remote payment system should let your client pay online, easily, and securely — with as few clicks as possible.

🛠️ Tools for Collecting Payment Remotely

You don’t need complicated software. These tools are widely used, affordable, and beginner-friendly:

1. Stripe
Accepts credit/debit cards with professional invoice links. Great for automation and quote-to-invoice flows.

2. Xero (with Stripe or Square Integration)
You can issue branded invoices from Xero with embedded payment buttons. It connects directly to your bookkeeping records.

3. Square
Create one-click payment links or send invoices. Ideal for businesses just starting or those who want simplicity.

4. PayPal
Still popular with some clients, but less flexible for recurring invoices or branding.

5. Bonsai
An all-in-one tool that combines proposals, contracts, invoicing, and payments.

💼 Setting Up Your Remote Payment Workflow

Here’s a typical system used by modern bookkeepers:

1. Client Accepts Quote or Proposal
   This can be done through Stripe, Gmail, or a tool like Bonsai.

2. Invoice Is Automatically Generated
   The invoice is branded and includes a secure payment link.

3. Client Receives Invoice with Online Payment Option
   You can choose to allow credit/debit card, bank transfer, or Apple Pay.

4. Automatic Payment Reminders Are Sent
   Use Xero or Stripe to send gentle nudges before and after due dates.

5. Client Pays Online in 1–2 Clicks
   No need for EFT details, BSBs, or manual receipts.

6. Payment Is Logged in Your Bookkeeping Software
   Whether you use Xero or MYOB, it syncs automatically.

📧 Email Template: Sending a Remote Payment Link

Subject: Your Invoice from Justwise – Pay Securely Online
Hi [Client Name],

Please find your invoice for this month attached. You can pay securely online using the link below:

[Insert Stripe or Xero Payment Link]

If you have any issues or questions, feel free to reach out.
Thanks for your continued trust.

Warm regards,
[Your Name]
Justwise Accounting

🚀 Tips to Make Payment Even Smoother

• Use recurring invoices for fixed-fee monthly clients

• Add late fees or discounts in your quote terms if needed

• Set up Stripe or Square once and reuse the system for all clients

• Send invoices immediately after quote approval to reduce delay

• Test the payment link yourself to check the client’s experience

📈 How This Helps Your Business

Implementing a clear, remote payment system means:

• Faster payments, less chasing

• Better cash flow forecasting

• A more professional client experience

• More time doing real bookkeeping (not admin)

It’s not just about getting paid — it’s about building a business that runs smoothly.

Final Word

Don’t leave money on the table by relying on manual payments. A good remote payment system lets your clients pay easily — and shows them you're serious about your service.

Even if you only automate 70% of the process, you'll save hours every month and remove one of the biggest bottlenecks to growth.

Justwise Accounting helps small businesses and freelancers get organised — from quotes and onboarding to remote invoicing and payments.