Guide to Invoicing and to Payment Terms

Customer Payment Terms 

We have a range of different customer types and available payment terms. The standard terms that apply to NEW Customer bookings are Credit Card - 0 days. 

IMPORTANT:  Customers must pay invoices based on the terms displayed on their profile at the time of the booking. Any requests for change in payment terms are to be submitted by the customer directly to the Support team support@thelaundrylady.com.au.

Business Customers – NEW Business Customers will be on Credit Card - 0 days payment terms. Some approved Businesses will have 7 or 14 day terms. The approved terms will be displayed on the Booking and Customer profile.

NDIS Customers - There are 3 types of NDIS customers.

• Self Managed – invoice to be paid before return delivery online by credit card.
• Plan Managed – invoice to be paid within 14 days by bank transfer by the plan manager 
• NDIS Managed – invoice to be paid within 7 days by bank transfer by NDIS.

Aged Care, Home Care & Insurance customers -  If these providers are paying for services, we need to approve the payment terms and arrangements with them before starting. Payment terms will vary from 0 days to 14 days. 

Sending an Invoice for Payment

After you create an invoice, you must select the option to SEND PAYMENT REQUEST.  This will email the invoice with approved payment details to the nominated customer email address and update the Booking statuses relevant to the payment terms.

IMPORTANT - Awaiting Payment

If a booking is showing as Awaiting Payment, the laundry must not be delivered until the Payment is completed.

The Awaiting Payments on your Home Screen will display all invoices that are Awaiting Payment before delivery.

Bookings Ready For Delivery

Bookings that are showing as Ready for delivery have been paid or have approved payment terms to allow delivery before payment.

PAID bookings will show in Deliveries on your home screen.

Watch - How to Create an Invoice

Watch - Invoicing for NDIS

Creating and sending an invoice

Creating invoices is done by clicking ‘Create Invoice‘ in the booking. You do this after you have brought the laundry home and counted/weighed items.

1. Click ‘Add a Service‘ and select from various services.
2. Here, you can also add discount codes and customer notes if needed.
3. Minimum service fee will automatically come up if the service total is under $60.
4. Finally, you can opt to send the invoice via E-mail (pink button on right) or SMS (message icon on left).

Invoicing tip

You can quickly access the invoice and apply a discount code, Gift voucher, and card payments. If you're chasing an invoice with a customer, you can also copy it and send in an SMS to them.

Invoice Reminders and Follow-Ups

Invoice reminder emails are automatically sent to the customer by the system at specified intervals depending on the customer type and payment terms set.

Payment reminders will be sent according to the following rules:

• Emails reminders are sent on the Due Date for all customers with Bank Transfer terms. 
• Credit card Payment Reminders are sent after 2, 5, 7 and 14 Business days from the due date.
• Residential and Business customer reminders are sent to the customer email unless there is an invoice email present for the customer under invoice details.
• Customers may be blocked after 14 days overdue invoice.

You can view unpaid invoices owing to you via the dash icon on your app. It’s a good idea to discuss outstanding invoices with customers directly when completing their services.

You can also send invoice reminders via SMS. We recommend using this for any overdue invoices.

Creating a No-Show Invoice

Invoice Examples

Need help getting started with invoicing? We've created three example invoices based on common Facebook questions.

 

Example item 1

Customer has provided the below items - How do I invoice? 

• 2 x double doonas
• 1 x mattress protector
• 1 x double doona cover
• 2 x pillow cases
• 1 x cotton blanket 

 

Example item 2

Customer has provided the below items for iron only - How do I invoice? 

• 2 x maxi length linen dresses
• 4 x business shirts
• 3 x mens cargo pants
• 10 x T-Shirts
• 2 x ladies T-shirt dresses

 

Example item 3