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Client Payment Scorecard

Not all clients pay the same. Rate each client on payment reliability so you can make data-driven decisions about deposits, payment terms, and whether to continue the relationship. Use this scorecard every quarter to track changes and protect your cash flow.

How it works

Score each client from 1 (worst) to 5 (best) on five criteria. Add the scores for a total out of 25, then look up their letter grade to decide what action to take.

Scoring Criteria

1

Average Days to Pay

How quickly they pay after invoice

5Pays within terms or early
41–7 days late
38–15 days late
216–30 days late
130+ days late
2

Payment Disputes

How often they dispute or short-pay invoices

5Never disputes
4Rare disputes, resolved quickly
3Occasional disputes
2Frequent disputes
1Disputes most invoices
3

Communication

Responsiveness about payment matters

5Always responsive, proactive communication
4Responds within 1–2 business days
3Sometimes slow to respond
2Often unresponsive
1Ghosts / ignores payment communications
4

Payment Method

Reliability of payment method used

5Direct deposit / auto-pay set up
4Online payment (credit card, PayPal, etc.)
3ACH transfer initiated manually
2Check (reliable)
1Check (unreliable) or cash
5

Contract Compliance

Adherence to agreed payment terms

5Fully compliant, follows all terms
4Minor deviations
3Needs occasional reminders
2Frequently breaks terms
1Ignores contract terms

Overall Grade Calculation

Add up the five scores for a total out of 25. Find the matching letter grade below.

A
23–25 points

Ideal client — offer best terms

B
19–22 points

Good client — standard terms

C
15–18 points

Needs attention — consider shorter terms or deposits

D
10–14 points

Risky — require deposits, shorter terms, consider ending relationship

F
5–9 points

Fire this client — not worth the cost of collection

Action Thresholds

Based on each client's grade, here is what you should do.

AGrade A — 23–25 points
  • Offer flexible payment terms (Net 30 or Net 45)
  • Priority scheduling for their projects
  • Consider volume discounts for ongoing work
BGrade B — 19–22 points
  • Standard payment terms (Net 30)
  • No changes needed to current arrangement
  • Monitor for any declining trends
CGrade C — 15–18 points
  • Shorten terms to Net 15
  • Require 25% deposit on new projects
  • Send reminders earlier and more frequently
DGrade D — 10–14 points
  • Require 50% deposit before starting work
  • Net 10 terms or payment upon receipt
  • Payment required before final delivery
  • Seriously consider ending the relationship
FGrade F — 5–9 points
  • Stop accepting new work immediately
  • Collect all outstanding invoices
  • End the relationship professionally
  • Consider sending to collections if needed

Blank Scorecard

Print this page or copy the template below. Fill in one scorecard per client every quarter.

CriterionScore (1-5)Notes
Average Days to PayHow quickly they pay after invoice
Payment DisputesHow often they dispute or short-pay invoices
CommunicationResponsiveness about payment matters
Payment MethodReliability of payment method used
Contract ComplianceAdherence to agreed payment terms

Track payment reliability automatically

Payment Hunter monitors invoice behavior for every client so you always know who pays on time and who needs attention — no spreadsheets required.

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