Getting paid on time: invoicing, follow-up and lien deadlines for Oregon contractors

Most late payments come from three fixable problems: payment terms nobody wrote down, invoices that are hard to approve, and no follow-up until the money is badly overdue. Fix those and fewer jobs ever get near a lien.

Start in the contract

The CCB says residential contracts over $2,000 must be in writing and must include a description of the work, the price and the payment terms, among other items. See Oregon residential contract requirements for the full list and the required notices. For getting paid, the payment terms should answer:

• How much is due at signing, at each milestone and at completion
• What event triggers each payment: a finished phase, a passed inspection, delivery of materials
• How many days the customer has to pay after an invoice
• How change orders are priced and when they are billed (see how to write a change order)
• Accepted payment methods

What to put on every invoice

• Your business name, address and CCB number. The CCB requires the number on bids, contracts and advertising; having it on invoices too keeps your paperwork consistent.
• Invoice number and date, the customer's name and the job address
• The contract date and the milestone being billed, worded as in the payment schedule
• Signed change orders as separate lines, by change order number
• Contract total, amount billed to date, payments received and the balance
• Amount due now, the due date and how to pay

Attach photos of the completed milestone, or the inspection result if the payment depends on it. An invoice that can be approved at a glance gets paid sooner.

Invoice the day the milestone is done

Every day between finishing a phase and sending the invoice is a day added to your wait. Build invoicing into the end of the work day: milestone done, photos taken, invoice out. If a lender or property manager approves draws, learn their process and deadlines up front.

A follow-up schedule that stays friendly

1. A few days before the due date: a short reminder with the invoice attached.
2. On the due date: a polite note asking whether they need anything to process it.
3. About a week late: a call or in-person conversation. Ask directly whether there is a problem with the work or the paperwork. Many late payments are a question nobody asked.
4. A few weeks late: a written notice that restates the contract terms, the amount and the date you expect payment, sent in a way you can prove.

Keep notes on every contact. Whether you can pause work or charge late fees depends on your contract and the law, so check with an Oregon construction attorney before doing either.

Track what is open, paid and overdue

You cannot follow up on what you cannot see. Keep one list of every invoice with its due date and status, and review it weekly alongside your cash flow forecast. Sorting by days overdue tells you who to call first.

When follow-up does not work

CCB dispute help. The CCB's contractor tools page says it helps mediate disputes between homeowners and contractors, and between contractors and employees, suppliers and subcontractors.

Construction liens. The CCB's construction lien brochure explains the basics:

• A contractor who contracts directly with a residential owner must provide the Information Notice to Owner About Construction Liens when required; the brochure says a contractor who fails to deliver it as required loses the right to claim a lien.
• A lien should be filed with the recording officer in the county or counties where the work happened. The brochure says a lien holder has 75 days after completing the construction, or ceasing work on it, to file.
• Only properly filed liens can be enforced by a lawsuit in court.
• Subcontractors and suppliers usually must give the owner a Notice of Right to a Lien, which the brochure says should be given within eight working days of starting work or delivering materials. See the subcontractor onboarding checklist.

Those deadlines run whether or not you are still talking to the customer. If a job is going sideways, read the brochure early and talk to an Oregon construction attorney before the window closes. The brochure points contractors to construction industry associations and the Oregon State Bar referral service to find one.

Habits that keep payments on time

• Same payment schedule format on every contract, explained at signing.
• Every change order signed and billed with the next draw.
• Invoices out the same day, follow-ups on a calendar, not from memory.
• Collect the deposit before ordering special-order materials, where your contract provides for it.

Sources: CCB contractor tools and the CCB construction lien brochure, checked Oct 18, 2026. The brochure is general information, not legal advice.