What are Invoice Payment Terms? - 6 Best Practices

When you start a business, you'll have to decide your invoice payment terms. This can be a confusing concept, but it's important to understand your options to make the best decision for your company.

This is exactly why, in this post, we'll discuss everything, including six best practices for invoice payment terms. But before diving deep into the topic, let's understand invoice Payment Terms.

What are Invoice Payment Terms?

Invoice payment terms are the terms that are agreed upon between a business and a client. Invoicing terms are commonly used when payment is required relative to the date on which goods or services were delivered or when an invoice for those goods or services was given.

Small businesses incorporate invoice payment terms on all bills they send to customers, stating how promptly they expect payment for their services and the various payment methods customers might use. Invoice payment periods allow firms to better manage their cash flow better and plan for future expenses. Let us now study **typical invoice terms, how to word invoice payment terms and the payment terms on an invoice. **

Why Are Invoice Payment Terms So Important?

Every vendor-customer negotiation begins with a payment term. A payment term should be mutually beneficial. It should be equitable for both you and your customer. Choosing the right payment terms could mean the difference between gaining more clients and losing all of them.

Avoid Misunderstandings And Back-And-Forth Communication

The key to avoiding misunderstandings is having excellent communication and keeping and maintaining facts as it is. This will help both parties be on the same page and avoid back-and-forth communications.

Receive Payment Quicker

You inform your customer when payment is expected by specifying your payment conditions. Customers will be more aware of the approaching deadline if they have a specific date in mind. Additional conditions, such as late payment fees or early payment discounts, can motivate your clients to pay on time.

Control Your Cash Flow

You can better understand when your cash inflows from invoice payments are planned with set payment terms. With this data, you can arrange for future projects and improvements and manage your cash flow.

Helps You With Any Invoice Disputes

When the terms are set straight from the very straight day, conflicts will rarely take place. The key is to make both parties aware of all the terms to avoid potential facts.

Receive Late Fees If The Payment Is Overdue

Imposing a late fine, in plenty of ways, encourages timely payments. This should be stated very clearly in the terms and conditions.

Receive Payment In Your Preferred Method

Every small business should have an efficient and consistent method for paying invoices received from suppliers. It is always advisable to receive payments in one's comfortable way.

Some of the Important Payment Terms

Other crucial payment terms besides the above include credit terms, invoice payment due date, grace period, PIA, CIA, Upon Receipt, and method of payments. Let's understand these in brief below.

1. PIA (Payment In Advance)

Payment in Advance is the payment made before the goods and services are rendered. This payment method is quite common in the initial stages of business relationships. It enables a business to minimise the risk of nonpayment by collecting cash in Advance.

2. CIA (Cash In Advance)

This is similar to PIA and is used when a business has repeated transactions with the same customer. The amount paid for each order is specified ahead of time, and customers are expected to pay it before delivery.

3. Upon Receipt

In this case, customers are requested to pay the invoice on receipt of goods or services. This payment method is usually used when a customer is expected to make a payment after delivery.

4. Credit Terms

This refers to setting up accounts with suppliers and making payments based on past transactions. The terms specify how many days after delivery payment must be made or when the invoice is due.

5. Net 7, Net 14, And Net 30

This means that the customer is invoiced for goods or services on a particular date and has to make their payment 7 days, 14 days, or 30 days later.

6. EOM (End Of Month)

This term is used when customers can pay invoices at the end of each month. Customers may also be allowed a grace period of two weeks before making payment.

7. 15 MFI (Month Following Invoice)

This is similar to EOM but gives customers an extra month before payment is due. Customers are usually invoiced for goods or services on a particular date and have to make their payment one month later.

8. (link: https://fincent.com/glossary/trade-discount-2-10-in-accounting text: 2/10 Net 30)

This term is used when customers are offered a discount if they make payment within 10 days of the invoice date. If they do not pay within this time frame, payment must be made in full 30 days later.

9. 50 Percent Upfront

This term is used when customers are requested to pay 50 per cent of the invoice amount before delivery. The remaining 50 per cent can be paid later, as specified in the terms and conditions.

By setting up all these terms and conditions properly, one can ensure that both parties involved in the transaction understand their roles and responsibilities. This helps maintain a cordial relationship between the business and its customers and ensures that payments are made promptly. Proper payment terms also help to protect one's business from any potential disputes or misunderstandings. That being said, setting up effective payment terms is essential to running a successful business. It allows businesses to ensure timely customer payments and maintain a healthy relationship with them.

What are the Penalties For Unpaid Invoices?

You must ensure that your invoice payment terms are legally binding. Clients will be charged an additional fee for late payment if you include late fee restrictions in your invoice payment terms. Charging late fees benefits businesses by increasing the percentage of paid invoices.

Navigating a customer relationship may be a tricky business. On the one hand, you want to deliver outstanding service while developing a solid bond. On the other hand, you want to be compensated for your efforts and treated decently. A multitude of issues, including late invoice payments, might strain the connection. The greatest way to avoid hurting a customer relationship while receiving appropriate compensation is to include late fines in your contract.

The solution is to make late payments difficult for the client by imposing late fees or interest on outstanding accounts. This fills some cash flow shortfalls and pays for additional collection attempts. It also encourages clients to pay on time to avoid paying late for their delays.

Let us also try to understand the concept of interest fees. An interest fee is a money that a client owes you in addition to the original invoice amount if they pay late. The interest rate is a percentage of the outstanding balance that accumulates each month the invoice is not paid. The interest rate is commonly expressed as an annual rate, such as 10%. However, because it is levied monthly, the amount charged equals the annual rate divided by 12. A ten per cent yearly interest rate equals 0.83 per cent every month.

Interest costs are typically compounded as a more significant disincentive for late payments. If interest is levied in month two, it is added to the outstanding debt. The monthly rate is applied to the new balance if the consumer has yet to pay by the third month.

Best Practices For Invoice Payment Terms

Invoice Payment Terms are a set of conditions that you and your client agree upon for the timely payment of invoices. To avoid misunderstandings, it is important to be clear about the terms when creating an invoice. The most efficient way to ensure that all parties involved in a transaction understand the expectations is to include them in your contract with the customer. This understanding may include the below-suggested points:

1. Politely Word Your Invoice Payment Terms

Being courteous when establishing your invoice payment terms is excellent practice for building strong connections with your clients and may also assist you in ensuring that your invoices are paid. According to one study, when invoice payment conditions include expressions like "please" and "thank you," the percentage of bills paid increases by 5%.

2. Set Specific Deadlines

Setting clear, specified dates in your payment terms might assist your firm in receiving payment more quickly. Invoice payment terms vague and convoluted, such as "Net 30" or "Payment due upon receipt," might mislead clients and lead to late payment. In your invoice due dates, use exact phrasing. You can, for example, specify the exact due date, as in "Payment Due October 31, 2022."

3. Shorten Payment Periods

To get paid quickly by your customers, consider lowering the payment time on your invoices. While a 30-day billing term was once standard, technological advancements have enabled clients to pay their invoices more quickly through online payments and direct transfers. So begin by reducing your payment time from 30 to 21 days and seeing if it helps you get payments faster.

4. Include And Enforce Late Fees

Even small late fees, such as 2% interest per month, might incentivise clients to pay their invoices on time. Simply make sure to discuss your late charge policy with clients ahead of time and to be polite but strong when enforcing the penalties.

5. Offer Flexible Payment Methods

The more choices you give clients for completing invoice payments, the more probable they will pay their bills on time. When clients have the choice of selecting the most convenient payment method for them, they may make the payment effortlessly and fast. Consider allowing your clients to set up automatic bill payments in addition to accepting cash, cheque, and credit card payments, so they can plan payments automatically and not have to think about paying you every time you email an invoice.

6. Reward Early Payment

Offering a discount for early payment of invoices gives your clients an incentive to pay you sooner by rewarding them for fast payment. For example, a frequent incentive is to offer a 2% discount off the invoice amount if paid within 10 days, even if the invoice is due 30 days from the issue date. This is frequently expressed as 2/10 Net 30.

What Payment Methods Should You Accept?

Small businesses should provide their customers with as many payment choices as possible to be accommodating and help them get paid faster. If you include a variety of payment options on your invoice, clients can select the way that is most convenient for them, increasing the possibility that they will pay sooner. Here are some common payment options that your company might consider accepting:

1. Cash

Cash is the most prevalent payment option for enterprises selling services and products. It is an alternative that does not require processing time or transaction fees. However, cash is particularly vulnerable to theft, and accepting currency may necessitate tax auditing due to the lack of paper trails associated with cash. In addition, cash payments take a lot of work to track and automate. Due to its feasibility but insecurity, it is only sometimes the preferred invoice payment option for B2B enterprises and online freelancers.

2. Cheques

Cheques is still one of the service-based enterprises' most popular payment options. However, cheques are time-consuming for invoices because they must be mailed to the payee. Cheques can also be used to manage money order payments. Cheques, while less expensive and less vulnerable to theft than cash, are nonetheless vulnerable to fraud.

3. Credit Cards

Credit cards offer a simple and convenient invoicing payment method for making in-store or in-person payments or setting up your card for online purchases. To take credit/debit card payments, you must register a merchant account with your bank or set up a payment gateway.

Card payments are quick and relatively safe, although expensive because the payer is paid a transaction/processing fee. Clients can pay online with a Credit Card through a Billing Service provided by PSPs such as Payoneer, making credit and debit cards a viable option for enterprises, e-commerce merchants, freelancers, clients, and customers.

4. Online Payments

Online payments are unquestionably the most popular means of invoicing payment for freelancers, small enterprises, and online vendors. You can be paid online via online/global payment methods, debit/credit cards, local bank accounts, or cash wallets. In addition, payment platforms and payment service providers (PSPs) such as Payoneer, GooglePay, TW, and others enable clients and customers worldwide to transmit payments abroad in numerous currencies.

Signing up for these payment platforms is simple, and they allow you to receive money swiftly and securely in your business and personal accounts within a few days.

5. Mobile Payments

Because they are fast, secure, and easy, mobile payments are becoming an increasingly popular invoice payment method. On-site companies and service providers, such as contractors, prefer mobile payments. You will need a mobile payment reader connected to a smartphone to process payments via applications. Each transaction incurs a cost, and funds are credited to the account within a few days.

6. Bitcoin And Other Cryptocurrencies

When used as a payment method, cryptocurrency is simply a value token or instrument that can be exchanged online for products and services. The underlying technology of cryptocurrencies is blockchain, a decentralized platform that handles and records transactions over a network of computers.

How Can Fincent Help You With Invoice Payment Terms?

Fincent's invoice payment arrangements are ideal for business owners who need to settle their invoices fast. It includes all the functionality you need to manage your invoicing, such as cost monitoring and vendor account management. In addition, Fincent tracks each invoice to the penny using its state-of-the-art features like:

1. Automated Invoice Processing

Fincent's automated invoice processing streamlines the invoicing process and reduces manual labor.

2. Multi-Currency Payments

Fincent supports payments from over 230 currencies in 100+ countries, making it easy to pay vendors worldwide.

3. Instant Payment Notifications

Fincent sends instant notifications when you make or receive a payment, enabling you to track your payments in real-time.

4. Secure Data Storage

Fincent encrypts all invoice data using bank-grade security protocols that protect against fraud and unauthorized access.

5. Flexible Payment Options

Fincent supports multiple payment options, including credit cards, debit cards, digital wallets, and bank transfers.

6. Automated Reconciliation

Fincent's automated reconciliation feature simplifies the process of reconciling invoices by comparing your records against vendor transactions.

These features make it easier than ever to manage invoice payments and ensure that all transactions are secure, efficient, and cost-effective. With Fincent, you can optimize your invoice payment terms and take control of your finances. Sign up today to get started!

Bottomline!

These are only the tip of the iceberg. With Fincent, you may eliminate resource-intensive tasks, saving you time and money. Of course, payment collection is unavoidable, but putting your process on autopilot gives you the power to stay on top. Fincent is here to help you take control of your finances and make sure you receive payments on time.