how to pay invoices: How to Pay an Invoice in 5 Easy Steps

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how to pay invoices

The right analytics tools allow you to calculate key AP metrics automatically, such as invoice aging, the average cost per invoice, rate of error, and more. This information enables data-driven decision-making and helps identify ways to improve efficiency, save money, and increase accuracy. The fourth and final step for many AP departments is rendering the payment itself. Depending on your AP department’s processes and supplier preferences, payment may be sent via check, ACH, virtual card, or another method. Just as with invoice approval, the payment batch needs to make its way to this person for authorization.

how to pay invoices

Your invoice payment may be scheduled on a weekly or monthly basis. If you received an invoice with no payment terms outlined, the typical timeframe of 30 days should be assumed. Simply put, you can receive many different types of invoices through various methods. While the invoice itself may be unique, there are only 2 channels to receive an invoice.


The supplier in turn issues an invoice listing all goods delivered or services rendered. The invoice also shows the total amount due, as well as a request for payment. Invoice-to-pay describes the process between invoicing and payment.

In almost all cases, vendors and merchants will include copies of their payment policy, terms, and due date(s) along with your final invoice. Naturally, you’ll have agreed to these terms beforehand, so take the opportunity to review them when you first receive the invoice. This will help you keep these policies in mind and ensure you don’t let them pass you by. Once the payment for the invoice is processed, make sure to file away any payment confirmation details you receive, such as a confirmation number for an online payment. You’ll want to store this information in case you ever have a dispute with a vendor over the payment of an invoice.

  • If you use AP automation, then any invoices received by email can be routed to a dedicated email address that triggers the capture process.
  • This can be done manually, via email, or with the help of AP automation.
  • Manual data entry leaves the door open to payment delays due to small mistakes that nonetheless need to be corrected.
  • Reviewing an invoice, understanding what the terms are, and either paying it there or then is the best way to make sure no invoice gets delayed.
  • However, the issue can arise when you are dealing with an overseas business.

Whether you pay your invoice before or after goods/services are rendered is dependent on the agreement you enter into in the first place. Some industries will require full or partial payment upfront, while others won’t require payment until everything is delivered and the final invoice is received. Review the contracts and payment policies carefully to see when payment is due. If you’re looking for a tool to help you manage your payment schedule and pay bills automatically, FreshBooks payment feature can help. Customers must deliver on the payment of the invoice, once it is issued by the seller or service provider. These types of requests are easy to detect as the business will provide specific bank account details.

Add Payment Card on File

This is usually where the invoice-to-pay cycle ends, but some systems will push it through to payment processing as well. Accounts payable uses the supplier’s preferred remittance method, which should be shown on the invoice. If not, AP will need to contact the supplier for bank details or other payment information. After invoices are approved, the next step of the invoice-to-pay process is payment approval.

how to pay invoices

Automating payments and using electronic forms of payment almost always means everything happens faster and with fewer errors. When you schedule to pay the invoice, double-check your added bank account or credit card details. It demonstrates professionalism and will always be appreciated on the other end. If that isn’t enough motivation to pay an invoice on time, there is also the threat of late fees affecting you and your supplier’s or contractor’s cash flow. To pay an invoice online, have your debit or credit card details on hand and enter them when prompted. There may be the extra step of authenticating the payment through a third-party security platform, too.

What are the Steps in the Invoice Payment Process?

Most businesses today use invoicing software like QuickBooks or an invoicing app. This article will cover how to pay domestic and international invoices on time, using different methods. Delays in invoice payments can be really frustrating for everyone involved in a transaction. This method is also common for cross-border payments, but higher fees can be incurred due to currency conversions and international transfer handling costs.

Paying for invoices is one of the components of the accounts payable process. As a part of your overall accounting, the accounts payable process a business follows is important in understanding and making sure that you stay in good standing with your vendors. A good A/P process will also support your team, so they know how to check if an invoice is correct, how to get it approved, and the best way to get it paid. It can also help with your cash management when more invoices need to be paid than there is cash in the bank.

how to pay invoices

For those who complete the process manually, accounts payable notifies buyers by email, phone, or in person to ask for approval. Automated systems generate requests using approved templates, or automatically use two or three-way matching to verify invoices with the corresponding purchase order and/or shipping receipts. If you handle invoice payments for your business, you’ll likely come across the term at some point – but what does invoice-to-payment mean? This refers to requests made for payment on any goods or services rendered.

How to pay an invoice on time – Top tips

So keep all your suppliers’ information in a centralized location online or offline to easily contact them in times of need. Apply for financing, track your business cashflow, and more with a single lendio account. In the other states, the program is sponsored by Community Federal Savings Bank, to which we’re a service provider. As such, you should try to pay in the agreed currency by using a multi-currency provider, such as Wise. This isn’t without its complications, especially if you aren’t a dual citizen of the country in question.

  • We also work with vendors on your behalf to find the right payment method for them, and we handle their onboarding.
  • If you have international bills to pay, not only can you pay them at the real mid-market rate with Wise, but now you can also sync Wise with QuickBooks.
  • As a bonus, it generally comes as part of an accounting package, which means your books are automatically updated as invoices are issued and paid.
  • Invoices can be paid with any supported card, and you won’t be charged a fee.

The invoices that you receive from your vendor must clearly specify the payment due date. Tracking all due dates for your invoices is key to properly managing your expenses. If the amount you need to pay a supplier each month, for example, is fixed, then a recurring payment will take care of your payments to that supplier in an arrangement that suits you both. The other factor to consider with paying by check is the time it takes to reach its destination. If you fail to factor in postage time, then you may have to pay a late fee.

An Overview of Invoice Payments

Depending on the operations of your business, you may receive a variety of different types of invoices. The following article will familiarize you with the different types of invoices your business may encounter. Create an invoice that looks professional, with all the necessary information. This will give you the best chance of getting paid on time and reduce the chances of being paid late or having to chase an unpaid invoice. For businesses finding they consistently miss payment dates due, make it a priority to investigate the root cause for why there are delays in making payments. Write down a quick reminder or plan to pay the invoice that you’ve quickly reviewed.

Schedule Multiple Payments on a Single Square Invoice

Here are our top 5 tips for you to apply when making invoice payments so that you can avoid delay and be on time – every time. These methods can request payment from a credit or debit card, or you will receive and hold the funds in an account until you withdraw the money. There are usually third-party fees involved in transactions of this type. Our approach to security is designed to protect you with industry-leading standards for fraud protection. To save your card on file, go through the invoice payment flow above and check the box for Save my card on file with [Square Seller]. Being a small business owner often means you’re short on time, but it’s worth making the effort to get your invoicing set up properly.

It’s important to take these factors into consideration to pick the right payment method for your business. Another important set of payment terms is the type of payment method to use to make a payment. An invoice payment is a payment made by a customer for any goods or services provided by a business. If you’ve just started a new business, this article will guide you through all there is to know about invoice payments. By checking the box, you authorize the business to store and charge the payment method for future purchases. Businesses we spoke to said they initially underestimated how much time invoicing would take up.

Mary Davis
My name is Mary Davis. I am successful broker. I want to share my experience with you through tutorials and webinars. For any questions of interest, please contact us by e-mail: [email protected]. +1 973-709-5130


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