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Payment terms, invoice terms and terms & conditions

Updated
The Goal: Set up the three kinds of terms GrowthZone uses: the payment terms shown wherever payments are collected, the invoice terms that set due dates, and reusable terms & conditions people must accept.
Before You Begin:

Payment terms on payment pages

Before You Begin:

  • You need permission to edit billing settings.
  • Have your payment terms wording ready (a short summary and, optionally, a full policy).
  • If you want to link a longer policy, decide whether to reuse existing terms of use or create new ones.

Step-by-Step Instructions

  1. Go to Finance, Administrative section, click Billing Settings and select General Billing Settings.
    General Billing Settings page open, with the left-hand rail showing Finance > Administrative > Billing Settings and General Billing Settings highlighted
  2. Enable the Payment Terms Visible check-box.
  3. Payment Terms Title — Enter your terminology for the terms, for example “Payment Terms” or “Refund Policy.”
  4. Payment Term Summary: This verbiage will display on the payment page.
  5. Terms of Use: For a lengthy policy, you can choose to select previously created terms of use or create new. Read Full Policy will be displayed, allowing the payor to view.
  6. Click Done.

Common Pitfalls

  • Forgetting the visibility check-box: If Payment Terms Visible is left disabled, your title, summary, and policy will not appear on payment pages no matter how they are filled in.

Invoice terms (due dates)

Before You Begin:

  • You need billing/finance configuration permissions to edit invoice terms.
  • By default, payment terms are set to Due on Receipt. You can modify and add additional payment terms to meet your business needs. You may configure your terms here initially, but you will also have the opportunity to create terms “on the fly” when creating invoices.

Step-by-Step Instructions

  1. Go to Finance, Administrative section, click Billing Settings and select Invoice Terms. A list of invoice terms currently configured in your system will be displayed.
    Invoice Terms page open, with the left-hand rail showing Finance > Administrative > Billing Settings and the existing list of invoice terms visible
  2. Click the Add button.
    Invoice Terms page cropped to the top of the list with the Add button boxed
  3. On the Add/Edit Invoice Terms screen, configure the following:
    • Name – Enter a name for this invoice term. This name will be displayed in drop-down lists in the software.
    • Display Name – Enter the display name. This will be displayed on invoices.
    • Default Due Days – Enter the default due days for this invoice term configuration. This is the number of days the system will use to identify past-due invoices.
  4. Click Done to finalize your changes.

Common Pitfalls

  • Misusing Default Due Days: The Default Due Days value drives how the system flags past-due invoices. Setting it to 0 (or leaving it blank) effectively makes the term “Due on Receipt” — double-check this value so invoices aren’t marked overdue sooner or later than you intend.

Terms & conditions

Before You Begin:

  • You need staff access with permission to manage billing and finance settings.
  • Have the wording of your terms & conditions ready (you can include formatting, links, and images in the description).
  • In various locations, you will be able to require acceptance of terms and conditions, including:
    • Info Hub: The first time a member logs in, you can require that they accept terms & conditions. These are configured from the Info Hub settings under Memberships, Info Hub section.
    • Membership Application: You can set your application to require Terms & Conditions/Privacy Policy from the Application Forms page under Memberships. See View/Create Application Form for further instructions.
    • Exhibitors: When setting up an event with exhibitors, you can include terms/conditions that must be agreed to. See Manage your Exhibitors for further instructions.

Step-by-Step Instructions

Terms/Conditions can be created “on the fly” when configuring the above, or you may proactively create terms and conditions in your billing settings:

  1. Go to Finance, Administrative section, click Billing Settings, then click Terms/Conditions (all terms and conditions, regardless of use, “live” in this section). The page opens as Terms of Use.
    The Terms of Use page reached from Finance > Administrative > Billing Settings > Terms/Conditions, with Billing Settings highlighted in the left-hand rail
  2. Click the Add button.
    Top of the Terms of Use list with the ADD button boxed
  3. Enter a Name that easily identifies this terms & condition set. You may create multiple terms & conditions as needed by your business processes.
  4. Description – Enter your terms & conditions. You may use the standard word-processing functions (bold, italics, etc.) as well as add links and images. If you choose, the terms & conditions may be displayed on the Membership Application Form.
  5. Click Done.

Common Pitfalls

  • Creating duplicate sets: All terms & conditions live in one place regardless of where they are used. Before adding a new set, check whether an existing set already covers your need so you do not end up with redundant entries.

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