Jobs slip. Clients change their mind. Other trades run late. What shouldn’t slip is your cash. Here’s a simple way to set up milestone billing that keeps money moving even when the schedule wobbles.

This is written for small teams and solo pros — plumbers, electricians, tilers, painters. Plain steps, field examples, and ready-to-send scripts. Use what works for you.

What usually goes wrong (real stories)

• Plumber orders a €1,200 boiler without a deposit. Delivery is on time. Client goes quiet. Two weeks stuck.
• Painter quotes two coats, finds a dark wall needs three. Does the third “to be nice.” Doesn’t get paid for the extra day.
• Electrician finishes first fix but can’t get paid because the kitchen supplier delayed cabinets and the GC won’t sign any stage.

All three have the same root problem: payments tied to other people’s progress or to fuzzy “we’ll see” agreements.

The fix: milestone billing tied to visible work you control

Build your payment triggers around what you can show: photos, counts, square meters, test results. Not “when the tiler is done,” but “when my waterproofing is applied and signed.”

Here’s a field-proven 5‑part plan:

1. Pre‑start confirmation pack (send after quote is accepted)

• Date window: “Start week 41, 2–3 days work.”
• Scope summary: bullet points in plain words.
• Exclusions: what’s not included (e.g., moving furniture, patching outside my cut line).
• Extra work rate: €/h or €/m², and how you’ll approve it (simple message is fine).
• Payment schedule: deposit + milestones + final.

2. Deposit before ordering

• Materials need cash. Ask 30% on acceptance or before ordering long‑lead items.
• If energy improvements with 5.5% VAT apply, mention it. Renovation is normally 10%. New works are 20%.

3. Milestones based on visible outputs

• Examples:
  • After demolition and disposal is done (photos of skip or receipts)
  • After first fix complete and tested (photos of circuits labeled)
  • After waterproofing signed (photo with level gauge + date)
  • After tiling 80% walls done (m² count in pictures)

4. Fast approvals for extras

• No more “we’ll see.” Use a one‑line message and a yes/no reply. See the template below.

5. Closeout with a short snag walk

• 15 minutes, same day you finish. List any small fixes. Agree final invoice timing.

Example: milestone schedule and correct VAT

Job: Bathroom refresh – 8,000 € HT
TVA: 10% (renovation, residential >2 years)

Payment plan:
- 30% Deposit on acceptance: 2,400 € HT (TVA 10% → 2,640 € TTC)
- 40% After first fix complete & tested: 3,200 € HT (TVA 10% → 3,520 € TTC)
- 20% After waterproofing signed: 1,600 € HT (TVA 10% → 1,760 € TTC)
- 10% Final after snag walk: 800 € HT (TVA 10% → 880 € TTC)

If insulation upgrade added (5.5% TVA):
- Extra line: 900 € HT at 5.5% → 949.50 € TTC
(Keep VAT rates per line. Don’t mix indiscriminately.)

At this point, you can set these milestones right in Donizo. Voice‑create the quote, set VAT per line (5.5%, 10%, 20%), and save payment checkpoints you’ll invoice against later. No spreadsheet juggling.

Fast message scripts you can copy

Extras approval (WhatsApp/SMS/email):

Hi [Name], your wall is darker than expected. A 3rd coat is needed.
Extra: 7 hours @ 45 € HT/h = 315 € HT (TVA 10% → 346.50 € TTC).
Reply “OK” to add. I’ll include it in the next milestone.
– [Your Name]

Milestone ready to invoice:

Hi [Name], first fix is complete and tested. Photos attached.
Per our plan, the 40% milestone is now due. I’ll send the invoice today.
– [Your Name]

Polite chaser (48 hours after sending):

Hi [Name], quick nudge on the first-fix invoice sent on [date].
Can you confirm payment today? This keeps your finish date on track.
Thanks! – [Your Name]

Set it up once in Donizo, reuse every job

• Create the quote by voice in Donizo. Speak the scope; AI builds lines you can edit.
• Set VAT per line: 10% (renovation), 5.5% (energy improvements), 20% (new build).
• Add a “Payment schedule” section into your proposal template.
• Attach your pre‑start pack as standard notes.
• When a milestone hits, generate the invoice in two taps. Donizo tracks who owes what and what’s overdue.

You’ll stop waiting for other trades. You’ll invoice what’s done and provable.

Keep cash moving even when schedules slip

• Invoice the milestone the day it’s done. Same day. Photos in the PDF help.
• If a client delays payment, pause the next site visit until it’s settled. Put it in your terms.
• Protect margin: extras are separate lines, with their own VAT rate.
• Use short, regular updates:
  • “Today: first fix done. Next: waterproofing Monday.”
  • It builds trust and supports your milestones.

At around this stage, most pros ask, “Can I do all this without more admin?” Yes. Donizo centralizes quotes, proposals, milestone invoices, notes, and client messages. One place, less chasing.

30‑minute setup checklist

• Add your standard milestone plan to your proposal template
• Define deposit % and when it’s due
• Pre‑write your extra work script (copy above)
• Create a short snag form (3–5 items)
• Switch on payment tracking and reminders in your tool
• Set VAT defaults per service (10%, 5.5%, 20%)

Bottom line

You can’t control every delay. You can control how and when you get paid. Tie payments to what you can show, keep VAT correct per line, and lock in simple written approvals. Less drama, better cash.

Ready to set this up in minutes? Build your next quote and milestone plan in Donizo. Voice in the scope, send a clean proposal, invoice by milestone, and track payments without spreadsheets.