The invoice due date passed, but the payment didn’t arrive? Find out the most common reasons and solutions

by Ninjou Team
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The payment due date set for your customer has gone, but the payment still hasn’t arrived. Many light entrepreneurs run into this problem every now and then. But no need to worry! In this article, we have collected the most common reasons and solutions for delayed payments.

1. Oops! You’re being hasty.

The payments usually arrive to your account within 1-2 business days after the due date. This does not necessarily mean that the payment is late. It is good to wait a few days after the due date. Please take public holidays, weekends and Ninjou opening hours into consideration, too.

2. Your customer’s billing information has changed.

Sometimes payment delays are caused by out-of-date billing information. Make sure you have added the customer’s billing information correctly before submitting your invoice. It is strongly recommended to choose e-invoicing. Email invoices might sometimes end up in a spam folder. A traditional paper invoice is the slowest way to send invoices.

3. The customer has forgotten to pay your invoice.

If the payment is late for one week or more, it is possible that they simply forgot to pay. Contact the customer and remind them to deliver the payment. Feel free to choose your own way of communicating, as long as you keep the tone friendly. You may also request Ninjou to send inquiries. This often leads to good results.

4. The invoice total is incorrect.

Make sure the invoices’ total amounts are correct. Your customer will most likely reject incorrect invoices.

5. The assignment did not go according to plan.

Sometimes the client has a different view of the costs or outcome of the work. Consider whether the price needs to be reduced or whether the work outcome still needs to be adjusted. To avoid this pitfall, always create written agreements with your customers.

6. Remind your customer.

If 1-2 reminders to a customer do not help, you may contact Ninjou customer service for additional help. Upon request, Ninjou may send a payment claim letter. However, this will create additional costs for your customer. If the content of the invoice does not correspond to the contract between you and your customer, you will have to bear the additional costs caused by the reminder invoice. Make sure to check the content of the agreement before proceeding to reminder invoicing.

7. If the mentioned steps have not helped, proceed to debt collection.

At your request, Ninjou may proceed to debt collection of unpaid invoices from your customer. Our debt collection process is delicate and we strive to find respectful solutions to benefit all parties. Debt collection is the last and heaviest tool in invoicing, and the costs caused to your customer are substantial. You need to be absolutely sure of the correctness of the invoicing at this stage, and have an existing written agreement about the work. Be prepared to prove your invoices are according to what has been agreed. Charges for unjustified bills may be directed to you.

Can I get my payments in advance?

Ninjou offers its customers the option for advanced payments. This means that you may receive your salary into your account before your customer pays your bill with a service fee of 7.5%.

Start invoicing with Ninjou today

Good to know about Ninjou’s advance salary

  • The service fee total for Ninjou’s advance salary is 7.5%. The fee takes the financial risks into consideration that the advance payments cause to Ninjou. 
  • Advance payments may be granted in return of invoices from companies with a positive payment history. The company’s credit rating must be at least A and the company must be at least one year old. 
  • Ninjou reserves the right to refuse from granting advance payments to a customer if their billing history is not long enough, or the invoiced company has a history of late or unpaid payments.
  • It is not possible to receive advance payments in return of invoices from individuals or private traders. Advance payments can only be paid for invoices addressed to public limited companies, limited partnerships, joint stock companies or public entities such as municipalities or cities.
  • The maximum limit of the advance salary is usually around 2000 euros per month. However this can be negotiated with us. Exceptions can occur, especially when you’ve had a long customership with Ninjou, and if the invoice has been directed to a financially solid company.
  • As a general rule, Ninjou bears the risk of advance salary. You will not have to pay us back the prepayment, if Ninjou has made the decision to pay the salary too soon, and the customer’s ability to pay proves to be weak, leading to the bill not being paid at all. The financial situation of companies may change quickly, and not all creditmetrics reflect this in real time. The above-mentioned risks have been taken into account in the service fee of the advance payment.
  • Please note that you may be required to reimburse Ninjou for the salary advance, if the billing information you provided proves to be incorrect, and the customer rejects the invoice.