Payment terms & credit

How a company pays is decided per location, not per business. Sharma Distributors’ Pune head office can run Net 30 with a ₹5,00,000 limit while its Nashik branch pays at checkout, and a Nashik buyer never sees Pune’s terms or Pune’s credit. A ten-branch customer is ten sets of settings.

Everything on this page is set on one location, on three panels of the company page: Ordering, checkout and tax, Credit policy and Payment methods.

Decision	Where	Options
When is payment due?	Ordering, checkout and tax	Pay at checkout · Due when invoiced · Net 7 / 15 / 30 / 45 / 60 / 90 · Due on fulfillment · Due on delivery
How much may stay unpaid?	Credit policy	No terms · a credit limit · Unlimited
Is anything due upfront?	Ordering, checkout and tax	No deposit, or a deposit percentage (advanced module)
How can it be collected?	Payment methods	The connected gateways you tick for this location

The payment terms vocabulary

Term	When the balance falls due	Use it when
Pay at checkout	Nothing is owed — the buyer pays in full before the order exists	A new account you have not credit-checked yet. This is the default for every new location.
Due when invoiced	Immediately. The invoice is issued the moment the order is created and is due the same day	You want the order on account and in your receivables, but you are not extending time. This is “Net 0”.
Net 7 / 15 / 30 / 45 / 60 / 90	N calendar days after the order is placed, at 23:59 store time	Ordinary trade credit for an account you have credit-checked.
Due on fulfillment	Once everything on the order has been fulfilled or deliberately canceled	Made-to-order or long-lead goods, where the clock should not start while stock is being built. A partial shipment does not trigger it.
Due on delivery	Once the order is fully delivered — you collect the cash then	Cash-on-delivery trade accounts. Needs a short setup step, below.

Caution

Net days run from the order date, not from shipping or invoicing. Sharma Distributors places a ₹2,40,000 order on 3 March on Net 30. It is due on 2 April at 23:59 in your store’s timezone, whether it ships that week or the next. If you want the clock to start at shipping, use Due on fulfillment instead.

To set a location’s terms, open the company, open the location, then Ordering, checkout and tax → Payment terms → Save policy. Everything except Pay at checkout is greyed out until that location has a credit policy — the platform will not let an order leave checkout unpaid before you have decided how much the branch may owe you.

Credit limits

Any term that lets an order leave checkout unpaid needs an explicit credit decision on Credit policy:

• No terms — the branch cannot defer anything.
• A credit limit — a hard maximum outstanding balance, typed in your store currency.
• Unlimited — you explicitly acknowledge unlimited outstanding balance.

The panel shows the branch’s live outstanding balance beside the limit, so you can see the headroom without opening an order.

A limit is a hard stop

There is no soft warning and no override. The check runs against the branch’s cumulative unpaid balance across all its open invoices, including the unpaid remainder after a deposit, and it runs twice: once when the buyer picks a payment plan, and again at the moment the order is actually created.

What the buyer experiences. Sharma’s Pune office has a ₹5,00,000 limit and ₹4,20,000 already unpaid.

• A ₹1,10,000 order would take them to ₹5,30,000. At checkout, Pay on terms is refused with a “credit limit exceeded” message and then disappears from the Payment plan block for that session. The buyer falls back to paying in full by card, or abandons and calls you.
• A ₹75,000 order goes through on terms as normal.
• If Anita in accounts settles an invoice while the buyer is still shopping, the headroom is freed immediately and the larger order goes through on a retry.

Because the limit is re-checked at order creation, a limit you lower mid-checkout still blocks the order. Payments, refunds, credit notes, cancellations and write-offs all free up credit as they reduce the open balance.

Note

Credit limits are per branch, not per company. Five branches at ₹2,00,000 each can owe you ₹10,00,000 between them, and there is no company-level balance anywhere in the admin. Set limits with the whole account in mind.

Payment methods per branch

Each location carries an explicit allowlist of your connected gateways, on the Payment methods panel. Tick the ones that branch’s buyers may use, then Save methods.

• A gateway appears at company checkout only when it is ticked for that location. Sharma’s Chennai depot can be limited to Razorpay only, even though you also run Cashfree for consumer orders.
• “Select all current methods” writes the current list. Gateways you connect later never appear at a location on their own — add them deliberately.
• No ticks and no terms means that branch cannot check out at all. The location card’s “Ordering incomplete” banner will say so.

Caution

Only connected online gateways can be offered at checkout. Bank transfer and cheque cannot be offered as a pay-at-checkout method on a company order — you put the branch on terms and then record the transfer against the invoice when it lands.

Due on delivery (COD)

Company COD is a payment term — a deferred balance that comes due when the order is delivered — not a tender collected at the door. It is separate from your retail store’s COD, and the consumer COD rules and fees you set for retail never apply to company orders.

1. In Settings → Payments, create a manual Cash on delivery method set to pending settlement, if you do not already have one.

2. On the location’s Payment methods panel, tick that COD method.

3. On Ordering, checkout and tax, set payment terms to Due on delivery, then Save policy.

If either half is missing the location will not arm COD — it fails closed rather than quietly falling back to another schedule.

What the buyer sees. A “Pay on delivery” plan: “Pay ₹85,000 in cash when your order is delivered.” Their order page reads “Payment due: Collectible on delivery”.

When it falls due. The order is placed with no due date at all. The whole balance becomes due the moment every fulfillable unit has been marked delivered — by you, or automatically from carrier tracking. A partial delivery does not trigger it. An order with nothing to ship is due as soon as it is placed.

The credit limit still applies. An unpaid COD order counts toward the branch’s outstanding balance exactly like a Net 30 one, and a COD order that would breach the limit is refused at checkout.

Collecting. Suresh Kirana orders ₹85,000 of fittings. The courier collects ₹85,000 in cash and you click Record COD collection on the order. Nothing is ever charged automatically — company COD never captures money on the buyer’s behalf. There is no COD fee, unlike consumer COD.

Deposits

Deposits are an advanced module, off by default. Turn on Invoice deposits under Settings → B2B wholesale → Advanced modules, and a Deposit % field appears beside the payment terms on each location.

A deposit takes a percentage online at checkout and puts the rest on the branch’s terms. It is your policy, not something the buyer opts into.

1. Set the location’s terms to anything deferred — Due when invoiced, Net 7–90, Due on fulfillment or Due on delivery. A deposit needs somewhere for the remainder to land, so Pay at checkout is refused.

2. Enter the percentage in Deposit % — 0.01 to 99.99. Leave it blank for no deposit. (100% is not a deposit; that is Pay at checkout.)

3. Make sure the location has at least one gateway ticked. The deposit is a real online charge.

The percentage applies to the full amount due — merchandise plus shipping and tax, minus discounts. A 30% deposit on a ₹2,00,000 order from Kapoor Apparel is ₹60,000, not 30% of the merchandise line. The number the buyer is quoted is the number they are charged.

At checkout Kapoor’s buyer sees “Pay ₹60,000 now. The remaining ₹1,40,000 is due 30 days after the order is placed.” The remainder becomes an ordinary invoice: it appears on the buyer’s Invoices page, counts toward the branch’s credit limit, and can be paid online or recorded by you.

Caution

A branch carrying a deposit percentage no longer offers plain Pay on terms. Its buyers either pay the deposit or pay in full. Set the deposit deliberately — it removes an option your customer may be expecting.

If the branch also routes orders through review, nothing is charged while you are editing the draft. You cannot complete an unpaid draft for a deposit location; send the invoice instead, and the order is created from the buyer’s deposit payment. There is no stored card, so you can never quietly charge a deposit yourself.

What the buyer chooses at checkout

A company checkout shows a Payment plan block built from that branch’s terms, credit and deposit settings:

• Pay in full now — by gateway, like retail.
• Pay on terms — nothing is charged now; the block spells out when the balance is due before they confirm.
• Pay on delivery — on a COD branch, naming the cash amount.
• Pay a deposit now — shown instead of “Pay on terms” when the branch carries a deposit, naming both amounts.

An option the buyer is not entitled to — over the credit limit, say — disappears from the block after one attempt, with the reason shown. The wording of the block is editable in the checkout page content editor.

Caution

A gift card on the cart makes terms and deposit refuse: “Remove gift cards and store credit before paying on terms or by deposit.” Loyalty points and personal store credit are refused on company carts outright — see discounts on company orders.

Getting paid

The buyer’s Invoices page

Every company order with money owing appears at Account → Invoices for the buyer, with the due date, the outstanding amount, an Overdue badge where it applies, and a Pay now button to a hosted payment page. The page has a My invoices tab and a tab showing the branch’s balances.

Suresh Kirana’s clerk sees ₹85,000 overdue, ₹1,20,000 due 12 April and ₹40,000 due 30 April, and clears the overdue one by card.

Note

Only the person who placed an order may settle it online. A Location admin sees every unpaid balance at their branch but cannot pay a colleague’s invoice. If the wrong person is holding the card, send a payment link or record the payment yourself.

Paying several invoices in one charge

On the Invoices page the buyer can tick many open invoices and settle them together. A live total reads “Selected 18 · ₹8,40,000”, and one gateway page collects the lot. At month end Sharma pays 18 invoices in a single charge; you pay one gateway fee and each invoice still closes for its own amount.

The limits: up to 100 invoices, one branch and one currency at a time. If any single invoice in the selection is not payable, the whole selection is refused rather than partly processed.

Send a payment link

When a buyer has lost the invoice email, open the order and use B2B receivables → Create payment link. Pick the gateway account and an optional expiry. Nirmal Traders pays their ₹3,10,000 that afternoon.

Payment links expire after 60 minutes by default, and 30 days at the most. This shape of link always bills the full remaining balance.

Part payments and per-shipment requests

Both need the Advanced receivables module, off by default under Settings → B2B wholesale → Advanced modules. With it on:

• Part payment — edit the amount in the Create payment link dialog. Nirmal can find ₹1,00,000 of their ₹3,10,000 this week; the invoice drops to ₹2,10,000 and stays open.
• Per-shipment payment requests — click Request payment on a successful shipment. Kapoor Apparel’s ₹6,00,000 order ships in three lots, and you request ₹2,10,000 when lot one goes. The amount is calculated from the shipment, not typed, and there is one live request per shipment.

The buyer sees a Payment requests list on their order page — “Pay ₹1,00,000” — alongside the usual Pay now. Shipment requests are emailed. No link can ever exceed the live balance minus other live links, so two links cannot jointly overcollect.

Payment reminders

Under Settings → B2B wholesale → Payment reminders you set up to five offsets, each 0 to 30 days after the due date. The defaults are 0, 7 and 14, so an ₹85,000 invoice due 12 April triggers emails on 12, 19 and 26 April. Each email carries the order number, amount, due date and a link to pay, and reminders stop as soon as the invoice is settled.

Set each branch’s billing contact so the chase lands on the right desk — Sharma’s invoices are chased by Anita in accounts, not by the branch buyer. The contact is set on the location’s Addresses and billing contact panel and must be an active buyer with access to that branch.

Three things to know: the cadence is store-wide, not per customer; the automatic chase stops seven days after your last offset; and there is no SMS or call step.

Recording money that arrived outside the store

Open the order, then Payments → Mark paid (it reads Record COD collection on a COD order). Choose the manual method, the amount, the date and a reference.

Sharma sends ₹2,00,000 by NEFT against a ₹2,40,000 invoice quoting UTR 1234. You record it and ₹40,000 stays open. You need at least one manual payment method in Settings → Payments to record anything, and you cannot record more than is due.

The overdue list

Orders → Overdue is a ready-made list of every company order past its due date with money still on it. Hover a badge for the outstanding amount. On 1 May it reads Nirmal ₹3,10,000, Suresh ₹85,000 and two smaller rows — the morning’s chase list.

Writing off a bad debt

Also part of Advanced receivables. On the order, B2B receivables → Write off balance, with a required reason. Nirmal Traders enters insolvency owing ₹3,10,000; you write it off as “Bad debt; customer insolvent” and their ₹5,00,000 credit line is freed. Reverse write-off takes an amount and its own reason.

A write-off never refunds anything and never touches the payment record. Every action is logged with your name.

Caution

A write-off emails nobody. The invoice simply drops off the buyer’s outstanding list and the reminders stop. If the customer should know, tell them yourself.

What this does not do yet

• No one-off due date on a single order. There is no field anywhere in the admin for “this one is due on the 30th” — the branch’s terms decide every order. If a customer needs a different schedule, change the branch’s terms or put them on a different branch.
• No company-level balance and no aged-debt report. Each branch’s Credit policy panel shows that branch’s balance and Orders → Overdue lists past-due invoices store-wide. There is no 30/60/90 aged-debt report and no balance column on the Companies list.
• Bank transfer and cheque cannot be offered as pay-at-checkout on a company order — only recorded afterwards.
• Only the person who placed an order can pay its invoice online.
• Company COD collects the order total with no COD fee.
• Payment links expire in 30 days at most, and reminder cadence is store-wide rather than per customer.
• Location store credit cannot be spent at checkout or against an invoice by anyone. It is a recorded balance, not a tender — see location store credit.

Related

• Discounts on company orders — which promotions reach wholesale, and what can never fund a company purchase.
• Refunds & returns on invoice orders — crediting an unpaid invoice instead of moving cash.
• PO numbers & order review.
• Companies & locations — where the panels above live.