Run the same cycle every week: approve timesheets, raise every client's invoice from them on the same day, and collect from repeat clients by direct debit for whatever that week's amount is. Send one-off clients a payment link instead, and match payments back to invoices automatically so Friday isn't spent on the bank feed. Your workers get paid every week whether or not the client has, so the shorter the time from timesheet to payment, the less of that gap you fund yourself.
In this article
The short version
- Raise every temp client's invoice on a fixed day from approved timesheets.
- Use one invoice per client per week, with a line per worker.
- Collect repeat clients by direct debit, which can vary in amount each week.
- Send one-off clients a payment link instead.
- Match payments automatically so payroll week isn't spent on the bank feed.
A weekly cycle from timesheet to payment
Temp invoicing goes wrong when it drifts. A client's timesheets come in late, their invoice waits for the next batch, and a week's hours end up billed a fortnight after the work. Giving each step a fixed day keeps the gap between work and invoice to a few days.
A cycle that works for many small agencies:
- Monday morning: chase any timesheet not yet approved by the client for last week. Approval by the person named in your terms tends to avoid disputes later.
- Monday afternoon: raise every client's invoice for last week from approved timesheets, and send them the same day.
- Through the week: repeat clients are collected by direct debit on the due date, and one-off clients get a payment link with the invoice.
- Friday: run payroll for your workers, and check which invoices are still open before you do.
Send each invoice the day its timesheet is approved, and don't hold it back for another worker's missing sheet.
Weekly invoices in Xero or QuickBooks
Set each temp client up once with the details every invoice needs: the charge rate per role, the PO number if they use one, the accounts contact and the payment term in days. Then each Monday is mostly typing hours into a template, and the risk of sending last month's rate drops.
One invoice per client per week, with a line per worker showing name, hours and rate, tends to be easier for an accounts team to approve than separate invoices per worker. If a client needs invoices split by site or cost centre, agree that at the start and set it up as separate contacts so it happens the same way every week.
How weekly clients should pay
For clients you supply week after week, direct debit suits the pattern. The amount changes every week, but a mandate doesn't need to be tied to a fixed amount. With Adfin, each collection uses the amount and due date on that week's invoice, and the client is told the date and amount at least three working days before it's taken. You don't need your own Bacs facility or Service User Number to do it.
Say Monday's invoice to a repeat client is £1,240 of hours, due in seven days. They get notice of the amount, the collection runs on the due date, and the money reaches your account within three working days of the collection date. The fee is 1% + 20p with the percentage capped at £4, so £4.20. If a weekly invoice goes over £2,000, an extra 0.3% applies to direct debits over that amount, and very large weeks may need your direct debit limit raised, since the default limit for companies is £5,000.
For a client you supply once, or one who won't sign a mandate, send a payment link with the invoice. They can pay by card, Apple Pay, Google Pay or straight from their banking app. If a direct debit fails, it's retried free, and the client is then asked to pay another way.
How to match payments without the bank feed
Weekly invoicing means four or five times as many invoices to match as monthly billing, and temp clients often pay several weeks in one transfer with a reference that only makes sense to their own accounts system.
Direct debits match themselves, because each collection belongs to one invoice. For bank transfers, giving each client unique bank details stops you depending on the reference at all. Each client sees their own account details, in your business's name, and a payment that lands there is matched to that client's invoices, including part payments, and marked paid in Xero or QuickBooks.
That leaves the clients who still haven't paid. Adfin's Customer Agents can follow those up over email, SMS or WhatsApp on a schedule you set and within rules you approve, so following up doesn't depend on someone finding time before payroll.
Common questions
Can I take a different amount by direct debit every week? Yes. A mandate isn't tied to a fixed amount, so each collection can match that week's invoice, as long as the client gets advance notice of the date and amount.
Should I send one invoice per worker or one per client? One per client per week, with a line per worker, is usually easier for clients to approve. Split by site or cost centre only if the client asks.
What if a timesheet isn't approved by Monday? Invoice the approved timesheets on time and raise a separate invoice for the late one once it's approved, so one missing sheet doesn't hold up the rest.
How do I invoice a temp client I'm only supplying once? Send the invoice with a payment link so they can pay by card or from their banking app, and agree the term before the worker starts.
How long does direct debit take to reach my account? With Adfin, the client is notified at least three working days before collection, and the money reaches you within three working days of the collection date.
Can I set up weekly temp invoicing in Xero or QuickBooks? Yes. Set each client up with rates, PO and term, raise invoices from approved timesheets on a fixed day, and sync payments back automatically.
Sources
- Adfin - Getting started with direct debits (accurate as of October 2026) https://support.adfin.com/en/articles/10192945-getting-started-with-direct-debits
- Adfin - An introduction to Adfin bank transfers (accurate as of October 2026) https://support.adfin.com/en/articles/12600901-an-introduction-to-adfin-bank-transfers
- Adfin - Pricing (accurate as of October 2026) https://www.adfin.com/pricing
- Adfin - Managing payment limits for each payment method (accurate as of October 2026) https://support.adfin.com/en/articles/10840569-managing-payment-limits-for-each-payment-method
