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Sometimes payment delays are caused by out-of-date billing information.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%.
Good to know about Ninjou's advance salary
In the case of an advance salary, a service fee of 7.5% is charged on that salary payment instead of the normal service fee. The price takes into account the risks of paying an advance salary to Ninjou. From time to time, Ninjou does not receive his money, nor is it charged to the light entrepreneur, but to the end customer.
- The upper limit of the advance salary is usually about 2000 euros per month. However, a light entrepreneur can negotiate this with us. Exceptions may be made, especially for longer billing relationships and solvent companies with good reputation.
- Advance pay can be granted concerning invoices sent to companies with a positive payment history. The company must have a credit rating of at least A and be more than a year old.
- Ninjou reserves the right to refuse to grant an advance payment to a light entrepreneur if the billing history of the customer is not long enough or the billable business already has overdue or unpaid invoices to Ninjou.
- It is not possible to get an advance payment from invoices sent to private persons. Advance pay can only be paid concerning invoices addressed to public limited companies (in Finnish: oy or osakeyhtiö), limited partnerships (in Finnish: ky or kommandiittiyhtiö), joint stock companies (in Finnish: ay or avoin yhtiö) or public entities such as municipalities or cities. Invoices sent to sole traders (in Finnish: t:mi or toiminimi) can be paid as advance salary in some cases, but this decision is done on a case-by-case basis.
- As a general rule, Ninjou bears the risk of the advance salary. You will not have to pay back the advance salary if Ninjou has made a decision to pay the salary in advance and the customer’s solvency turns out to be poor or the bill is not paid at all. A customer’s financial situation can change quickly, and not all creditworthiness indicators reflect this in real time. The above risks have been taken into account in the advance salary service fee.
- Please note, however, that you may be required to reimburse Ninjou for the advance salary if the billing information you provide is incorrect and the customer rejects the invoice in breach of contract.
We always report a false bill to the police.