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Create and assign payment terms

Build Pay Before Processing and Standard Net payment terms, set grace days, apply them to your customers, set your default term, and clone or retire a term.

Create payment terms at Settings > Operations > Payment Terms, then use Apply To Customers to choose which companies each term covers. Every customer company has one term, and any company without its own term uses your default term.

Applies to: catalog and project orders. Creating and editing terms needs the Manage Payment Terms permission, which only the account owner has by default.

In this article

Create a term

  1. Go to Settings > Operations > Payment Terms and click Add New.
  2. Enter a Name your team will recognize, such as "Net 30, due at shipping."
  3. Enter the export name. This is the label sent to your accounting software.
  4. Choose the Type:
    • Pay Before Processing if the customer pays the full amount up front.
    • Standard Net if the customer pays after the order reaches a status you choose.
    • Deposit Required if the customer pays part up front. See Require a deposit before production.
  5. For a Standard Net term, choose the status where the invoice comes due and enter the grace period in days.
  6. Leave Active ticked.
  7. Choose who gets the term under Apply To Customers (see the next section).
  8. Click Save.

Catalog orders can come due at Verified, In Progress, Completed or Shipped. Project orders can come due at Confirmed, In Production, Ready To Install, Shipped or Installed. If you run both order types, each term has a separate status for project orders.

The due date is the date the order reached that status plus the grace days. For example, a Standard Net term due at Shipped with 30 grace days makes an invoice due 30 days after the order ships.

Choose which customers get the term

Under Apply To Customers, choose one of these:

  • All companies
  • Tags, to cover every company with the tags you pick
  • Specific companies, to pick companies by hand

Saving writes this term to the companies you chose and takes it off any company you didn't choose. Those companies go back to your default term.

Set your default term

Your default term covers every company that doesn't have a term of its own. To make a term the default, open it, tick Default and click Save. Only one term can be the default, so this takes the default off the term that had it.

Clone or retire a term

  • Clone copies a term and names the copy "Clone of" followed by the original name. It's the quickest way to build a similar term.
  • To stop using a term, untick Active. You can't delete a term while companies are on it, and you can't delete the default term at all.

Things to know

  • Reaching the due status doesn't charge your customer's card. It makes the invoice due. Your customer pays, or your team takes the payment.
  • Saving a term set to All companies, or with no companies ticked, moves every company on that term to your default term. Check the companies before you save.
  • The Checkout flow and Charge status settings in Financial settings don't override your terms. Checkout flow only matters when you have no default term, and the shop's charge status is used only when a term has none of its own.

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