Setting invoice and payment terms for customers

Setting invoice and payment terms for customers


Setting invoice and payment terms for customers


Overview

This module explains how to configure invoicing rules and payment terms for individual contacts in OpsDriver. These settings are used to define how deposits, final payments, and credit limits function whenever a booking is created for that contact.

1. Access the Contact Profile


Step-by-Step Instructions:

  1. Go to Sales > Contacts

  2. Either:

    • Click Create New Contact, or

    • Search for and select an existing contact

  3. Scroll to the Invoicing and Payments section

2. Set the Credit Limit (Optional)


You can enter a credit limit for the contact. This serves as a warning system:

  • If a customer exceeds the set limit (e.g., too many unpaid bookings), a warning will alert the salesperson

  • This helps reduce risk when offering Net Terms


Example: Set a credit limit of $5,000 if the customer has agreed to monthly billing caps.

3. Choose Payment Terms


Select the customer’s default payment terms:

  • Prior to Departure (default)

  • Due Upon Invoicing

  • Net 7, Net 15, Net 30, up to Net 90


These terms automatically apply to any bookings created for the contact.

4. Set Deposit Requirements


You have two options:


A. Waive the Deposit

  • Choose this for trusted accounts or when deposits aren’t required


B. Set a Deposit Percentage

  • Enter a custom deposit amount (e.g., 20%)

  • Define when that deposit is due after booking is created (e.g., 5 days)

5. Customize Final Payment Timeline


If using Prior to Departure:

  • You can define how many days before departure the final payment and deposit must be made

  • Example: Set to 10 days prior to departure to require all payments well in advance of trip execution

6. How These Settings Work


Once configured:

  • Every new booking created for this contact will inherit these terms

  • This reduces manual entry and ensures consistent enforcement of customer agreements

Best Practices

  • Use credit limits to help your sales team monitor account risk

  • Waive deposits only for accounts with good standing or strong internal agreements

  • Choose payment timelines that align with your trip planning and dispatch windows




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