Creating and Assigning Payment Terms

• What you'll need
• Create a payment term
• Set up a Pay Before Processing term
• Set up a Standard Net term
• Set up a Deposit Required term
• What deposit customers see at checkout
• Notify deposit customers when a payment is due
• Assign the term to your customers
• Where credit and order limits live

What you'll need 

Before you start:

• The Payment Terms permission. If you can't see Settings → Payment Terms, that's why — ask an admin to grant it.

Create a payment term 

Every term, whatever the type, starts the same way. Let's walk it:

1. Go to Settings → Payment Terms and click to create a new term.
2. Give it a Name — this is what you'll recognize it by, and what your customer sees on their dashboard, so make it clear (e.g., "Net 30 — Wholesale").
3. Set the Export Name — the name sent to external systems like QuickBooks. Match the Name unless your accounting software needs something specific.
4. Choose the Type: Pay Before Processing, Standard Net, or Deposit Required. This decides which fields appear next.
5. Fill in the type-specific fields (covered below for each type).
6. Flip the term Active so it's available to use.

Outside of those settings, the variations depend on which type you choose:

Set up a Pay Before Processing term

Use this when you want the customer to pay 100% up front before the order moves forward — great for new customers or anyone you're not extending credit to.

There's almost nothing to configure, and that's the point:

1. Set the Type to Pay Before Processing.
2. There's no "Status to Charge Customer" field here — payment is always due the moment the order is submitted, so the status is irrelevant.
3. Name it, set the Export Name, mark it Active, and you're done.

When a customer on this term submits an order, they're taken straight to payment. No credit, no waiting.

Set up a Standard Net term

This is your credit-terms setup — the customer places the order now and pays later, at a point you choose. Net 15, Net 30, "due when it ships," that whole family.

1. Set the Type to Standard Net.
2. Set the Status to Charge Customer — the order status at which payment becomes due (for example, when the order reaches shipped). This is the one field that makes Standard Net tick.
3. Name it, set the Export Name, mark it Active.

Heads up on one thing: the term controls when they're charged, but how much credit they get is set on the customer's profile, not here. More on that at the bottom.

Set up a Deposit Required term 

Deposit Required lets you collect money up front and the rest later — so you're funded before you start cutting. It's the most involved type, but we'll take it one piece at a time.

The idea is simple: split one order's payment into stages. A Deposit Required term can have up to three:

1. The deposit — a percentage the customer pays up front when they submit the order.
2. An optional middle payment — a second payment due when the order hits a status you pick. Skip this if you just want "deposit now, rest later."
3. The final balance — everything remaining, due at a final status you choose.

So your setup can be as simple as 50% up front, 50% when it ships, or as layered as 30% up front, 40% in production, 30% on completion. Your call.

To build one:

1. Create a new term and set the Type to Deposit Required.
2. Set the required deposit percentage — the share the customer pays up front. Allmoxy calculates the deposit as that percentage of the order total (subtotal plus tax).
3. If you want a middle payment, set the status and the amount/percentage due then. Leave it off for deposit-and-balance only. (and there's a trigger available for Second Payment Due so your customer can get a notification when you hit this status!)
4. Set the final status where the remaining balance comes due.
5. Name it, set the Export Name, and mark it Active.

What deposit customers see at checkout 

This one's worth understanding, because it's what your customer hits the moment they order — and it's designed to make sure you get your deposit before the job starts.

When a customer on a Deposit Required term submits an order, they're taken straight to payment, with the field pre-filled with their deposit amount (your percentage, applied to the order total). From there:

• They can adjust the amount, but only within a range: at least the deposit, and no more than the total balanceowed.
• If they try to pay less than the deposit, they'll see a yellow warning: "The amount entered is less than the required deposit. If you proceed without paying the full deposit amount, this order will be saved as a Bid."
• If they pay nothing and continue, the order is saved as a Bid instead of a live order.

After they've paid, their dashboard lists each remaining stage — what's due and at which status — so they always know what's coming. The upshot: no deposit, no order. That's the guardrail doing its job.

Notify deposit customers when a payment is due 

The deposit collects itself at checkout — but the middle payment won't announce itself. When an order reaches the status where that second payment comes due, you'll want to tell the customer. That's a trigger, and like all triggers in Allmoxy, you set it up.

The good news is Allmoxy gives you what you need to make that message specific:

1. Build a trigger that fires when the order reaches your middle-payment status.
2. In the message, use the variables for the intermediate payment amount and percentage so the note tells each customer exactly what they owe at this stage — no manual math.
3. You can also reference the payment term name so the message reads clearly.

You'll find these variables in the variable list inside the trigger editor. Set this up once and every deposit customer gets a timely, accurate heads-up.

Assign the term to your customers 

A term sits idle until it's assigned. Scroll to the Apply To Customers section on the term and add the companies that should be on it. You can assign several at once, which is the whole time-saver.

Once assigned, the term shows up on each customer's profile by name — right where the old terms dropdown used to be — with a link to jump back and edit it if needed.

Where credit and order limits live 

Quick but important, because people look for these in the wrong place: Order Limit and Credit Limit are set per company, on the customer's profile — not on the payment term.

Think of it as two jobs:

• The payment term decides how and when a customer pays.
• The company profile decides how much they can carry (their order and credit limits).

Keep them separate and everything does exactly what you expect.