Introduction
You've sent a professional invoice. The client is happy with the work. They want to pay you. But then they call: "Hey mate, how do I actually pay this?"
If your invoice doesn't include your payment details—or worse, only includes one option that the client doesn't use—you've just created an unnecessary delay in getting paid. Every extra step between "client wants to pay" and "money in your account" is a chance for that payment to get forgotten.
QuoteMate lets you set up multiple payment methods in your business settings so they appear automatically on every invoice and quote you send. No more typing your BSB into text messages. No more clients calling to ask for your details. In this guide, we'll walk through setting up PayID for business, bank transfer (BSB/account), and BPAY—and explain when each one makes sense.
Why Payment Methods on Invoices Matter
This might seem basic, but a surprising number of tradies leave payment details off their invoices entirely, or include incomplete information. Here's why getting this right matters:
Faster Payments
When a client opens your invoice and sees clear payment instructions, they can pay immediately. No Googling, no texting you, no "I'll do it later" (which often becomes "I forgot").
Fewer Follow-Ups
Every "how do I pay?" call or text is time you spend on admin instead of work. Pre-loaded payment details eliminate this back-and-forth entirely.
Professional Image
Including structured payment options—BSB and account number, PayID, and BPAY—on a branded PDF invoice signals that you run a proper business. Clients notice this, and it builds trust.
Setting Up Your Payment Methods in QuoteMate
All payment methods are configured in your Business Settings. You set them up once, and they appear on every invoice and quote automatically.
Accessing Business Settings
- Open QuoteMate.
- Tap the Settings icon.
- Select Business Settings.
- Scroll to the Payment Methods section.
Here you'll find fields for three payment types. You can set up one, two, or all three—whatever suits your business.
Option 1: Bank Transfer (BSB & Account Number)
This is the classic payment method and the one most Australian clients are familiar with. They log into their internet banking, enter your BSB and account number, and transfer the funds.
How to Set It Up
- In the Payment Methods section, tap Bank Transfer.
- Enter your BSB (e.g., 062-000).
- Enter your Account Number (e.g., 1234 5678).
- Enter your Account Name (e.g., "Hansen Carpentry Pty Ltd").
- Save.
How It Appears on Invoices
Your invoice will display:
Bank Transfer BSB: 062-000 Account: 1234 5678 Account Name: Hansen Carpentry Pty Ltd Reference: INV-0042
Pro Tip: Always include a reference (QuoteMate does this automatically using the invoice number). This makes it easy to match incoming payments to specific invoices when you check your bank statement.
When Bank Transfer Works Best
- Clients who are comfortable with internet banking
- Larger payments where a direct transfer is standard
- Older clients who are used to this method
The Downside
Bank transfers can take 1-2 business days to clear, and the client needs to manually type in your details correctly. A single digit wrong means the payment goes nowhere (or to someone else).
Option 2: PayID
PayID is the modern alternative to BSB/account transfers. Instead of entering a BSB and account number, the client simply types your PayID (usually your phone number, email, or ABN) and confirms the payment. It's faster, easier, and less error-prone.
How to Set It Up
- First, register your PayID with your bank. This is done through your bank's app or internet banking—not in QuoteMate. You link a phone number, email address, or ABN to your business account.
- In QuoteMate's Payment Methods section, tap PayID.
- Enter your PayID (e.g., your mobile number: 0412 345 678, or your ABN).
- Enter the PayID Type (Phone, Email, or ABN).
- Save.
How It Appears on Invoices
PayID PayID: 0412 345 678 (Phone) Name: Hansen Carpentry Pty Ltd
When PayID Works Best
- Speed: PayID payments often arrive within seconds (via Osko/NPP), not days.
- Accuracy: The client sees your business name before confirming, so they know the money is going to the right place.
- Simplicity: Typing a phone number is easier than a BSB and account number.
Why Every Tradie Should Set Up PayID
If you only set up one payment method, make it PayID. It's the fastest way to get money into your account, and clients increasingly expect it. It's free to register through your bank and free for clients to use.
Option 3: BPAY
BPAY is commonly used for utility bills and larger businesses, but it's also available for tradies through some banking and payment platforms. It uses a Biller Code and a Reference Number.
How to Set It Up
- Check if your bank or payment provider offers BPAY billing. Not all business accounts include BPAY facilities—you may need a merchant account or a payment platform that provides a Biller Code.
- In QuoteMate's Payment Methods section, tap BPAY.
- Enter your Biller Code (provided by your bank or payment platform).
- Save. QuoteMate automatically generates a unique Reference Number for each invoice.
How It Appears on Invoices
BPAY Biller Code: 12345 Reference: 9876543210
When BPAY Works Best
- Clients who pay through BPAY-enabled banking apps
- Larger, more established businesses with BPAY billing set up
- Recurring clients who prefer the BPAY workflow
The Consideration
BPAY payments typically take 1-2 business days to process. It's reliable but not as instant as PayID.
Which Payment Method Should You Offer?
The short answer: offer as many as you can. Different clients prefer different methods. Here's a quick comparison:
| Feature | Bank Transfer | PayID | BPAY | |---------|--------------|-------|------| | Speed | 1-2 business days | Seconds (Osko) | 1-2 business days | | Error Risk | Higher (manual BSB entry) | Low (name confirmation) | Low (biller code + ref) | | Client Familiarity | Very high | Growing fast | High | | Setup Cost | Free | Free | May require merchant account | | Best For | All clients | Fast payments | Established businesses |
Our recommendation: Set up at least Bank Transfer + PayID. That covers 95% of Australian clients. Add BPAY if your bank supports it and you have clients who prefer it.
What Your Clients See
When you've set up your payment methods in QuoteMate, every invoice you send automatically includes a clean payment section at the bottom of the PDF. The client sees all available options and can choose whichever suits them.
This is a small detail that makes a big difference. No confusion, no phone calls, no delays. The client opens the invoice, picks their preferred payment method, and pays.
Frequently Asked Questions
Q: Do I need to enter my payment details on every invoice?
A: No. You set them up once in Business Settings and they appear on every invoice and quote automatically. Update them once if your details change, and all future documents reflect the update.
Q: Is PayID safe?
A: Yes. PayID is built into Australia's New Payments Platform (NPP) and regulated by the banking industry. Your actual account details are never shared with the payer—they only see your PayID and your registered name.
Q: Can I use my personal bank account or do I need a business account?
A: You can use either, but we recommend a separate business account. It makes bookkeeping cleaner and looks more professional when the account name matches your business name.
Q: What if a client pays into the wrong account?
A: This is one reason PayID is preferred—the client confirms your business name before paying, which virtually eliminates wrong-account transfers. For BSB payments, always include the invoice number as the payment reference.
Key Takeaways
- Set up your payment methods once in Business Settings—they appear on every invoice automatically.
- PayID is the fastest option — payments arrive in seconds and there's less room for error.
- Bank Transfer is the most familiar — include it for clients who prefer the traditional method.
- Offer multiple options — different clients prefer different payment methods.
- Include payment details on every document — removing friction between "I'll pay" and "paid" gets you paid faster.
Conclusion
Getting paid shouldn't be harder than doing the job itself. By spending five minutes setting up your payment methods in QuoteMate, you remove one of the most common friction points in the tradie business cycle. Every invoice you send from this point forward will include clear, professional payment instructions—no extra effort required.
Set it up once, get paid faster forever. It's that simple.
Ready to Save Hours on Quoting?
QuoteMate helps Australian tradies create professional quotes in under 5 minutes with AI-powered estimation and real-time Bunnings pricing.
Try free for 7 days - no credit card required!
Get Started with QuoteMate | No credit card required
