How to Have Simple and Seamless Automated Payments (Never have a late client payment again!)

If simple and seamless automated payments with your clients sounds like a dream, you might be using the wrong payment platform for your business! And if you don’t have one yet, this is your sign to put one in place – even if you’re in the beginning stages. 

As much fun as it is to waste time, money, and brain space on manually invoicing clients and keeping up with who has paid and who hasn’t (NOT)…an automated payment system should be high on your list of priorities. And as you grow and scale your business, it’ll be even more important to have a streamlined process in place to manage your growing client list! 

Anyone who knows me knows I love Dubsado and I use it for everything! But when it comes to payments, this is now my standard operating procedure:

  • When I bring on a new OBM client with a retainer, we start with Dubsado, but then I switch them over to Moonclerk for their next payment. 
  • For my mentorship clients, everybody starts out and stays in Moonclerk

Yes, that’s right. I’m a fan of Moonclerk! Moonclerk starts at $15 per month (but increases as your income increases) but it makes automatic payments SO much easier and I don’t have to worry about getting paid on time!  

Downsides to Dubsado

Dubsado is an amazing all-in-one platform that’s great for one-time invoices, but if you have clients who need to pay you monthly on a recurring basis, once you set up recurring payment you can’t change the amount. Another downside is if they want to change their card information, you can’t just end the recurring payment and add a new one – you have to literally delete their entire project in Dubsado and start over. I reached out to support and they weren’t sure why it was happening – but it does.

Why I Prefer Moonclerk

I have lots of monthly clients who are all on monthly retainers, and that retainer changes very frequently. For example, if I client goes over their retainer on a given month, I just add those hours onto their next monthly retainer, or if they want to go up or down in hours I am able to change them with no hassle at all, whereas I wouldn’t be able to change any of their retainers if I were using Dubsado.

Once I have a client signed up through Moonclerk, they are scheduled for automatic payments for the 1st of the month. Before that day, I have it on my schedule to go in and make sure their package is set to the one they want. This makes it so that I don’t have to worry about clients paying me on time, and they don’t have to worry about forgetting to make payments too. Seamless all around!

Some other cool features I love about Moonclerk:

  • You can add all of your branding in here: a logo, brand colors. Then when you go in to create a form, you can automatically implement your brand theme! This way, it’s not some standard grey or ugly green that doesn’t match your business! 
  • Let’s say someone is buying a 6-month package and they’re going to be billed on the first of every month. If they purchase the package on the 20th, they won’t get charged until the 1st! This way you can get these clients on a recurring payment in advance and not have to worry about them sending invoices on the right day. 
  • You can add a link to your specific terms of service page to the packages. If you have subscriptions or a service where not every single person is going to sign a contract, this helps a ton!
  • Create as many forms as you need! 
  • When you go to the “Recurring Plans” tab, it shows everyone on your list. If someone wants to edit their plan and upgrade, you can go right into this tab and change it here! 
  • Clients can pay through credit card, debit card, or bank account. Moonclerk processes through Stripe, which automatically puts it into your bank account rather than having to manually transfer it. 

This is my number one way to avoid late client payments! Not that you’re choosing to work with people who are intentionally paying you late, but it’s really important to secure this when you’re giving a lot of value on the front end. 

For example: With my mentorship clients, they get access to all of my templates and resources as soon as they sign on. Sure, we don’t have all of our calls in the first month we’re working together, but the value they’re getting up front is way more than the first month’s payment. So putting them on an automated payment plan just makes sure these are taken care of. 

So, if you’re thinking about switching to Moonclerk, it can be a process and you’ll have to let all of your clients know. If they are concerned about why the switch is happening, you can phrase this in a way where they understand that this is for their advantage AND yours. This is a contract they’ve paid for and signed up for, so if they’re not willing to get onboard with an automatic payment, that’s a little bit of a red flag, right? Help them understand that this is going to free up brainspace around invoicing and payments for both sides! It’s mutually beneficial.

What questions do you have about Moonclerk or automatic payment plans with clients in general? Drop them in the comments! 

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