Customer Invoice Management - Raising and Chasing Payment

Confirm all supplier invoices and sub-contractor costs are captured and reconciled against purchase orders before raising the customer invoice

Verify correct billing contact and payment terms to avoid delays and ensure invoices reach the right person for processing

Generate the invoice against the job record with all costs properly allocated and accurate margin calculations

Deliver invoice to confirmed billing contact through preferred communication method with clear payment terms

Track invoice status and identify approaching due dates to prepare for payment follow-up activities

Send payment reminders and escalate collection efforts for invoices that exceed agreed payment terms

Process and allocate received payments against outstanding invoices and update customer account status

Ensure all payments are properly recorded and resolve any discrepancies or outstanding balances with customer

Incomplete cost capture leads to inaccurate margins and unrecoverable expenses when supplier bills arrive after customer invoicing.

Invoicing wrong contacts in large organizations adds weeks to payment times and creates unnecessary payment delays.

Manual tracking of overdue invoices results in missed follow-ups and extended payment cycles affecting cash flow.

Why is it important to verify all costs before raising a customer invoice?

Raising invoices before capturing all supplier costs produces inaccurate gross margin figures. When supplier bills arrive later, you have no mechanism to recover these costs from the customer, directly impacting profitability.

How can I ensure invoices reach the right person for faster payment?

Always confirm the billing contact separately from the order contact, as these are often different people in larger organizations. Verify payment terms agreed at quote stage and note any variations to avoid disputes.