[{"data":1,"prerenderedAt":500},["ShallowReactive",2],{"document-billing-policy-D13603":3},{"document":4,"label":23,"preview":11,"thumb":24,"thumb600":25,"description":5,"descriptionCustom":6,"apiDescription":5,"pages":8,"extension":10,"parents":26,"breadcrumb":30,"related":38,"customDescModule":175,"customdescription":6,"mdFm":176,"mdProseHtml":499},{"description":5,"descriptionCustom":6,"label":7,"pages":8,"size":9,"extension":10,"preview":11,"thumb":12,"svgFrame":13,"seoMetadata":14,"parents":16,"keywords":15},"BILLING POLICY PURPOSE The purpose of this Billing Policy at [COMPANY NAME] is to establish clear guidelines and procedures for billing our customers, clients, or partners. This Policy ensures consistency, accuracy, transparency, and customer satisfaction in all billing processes. BILLING RESPONSIBILITY Responsibility The Billing Department or designated personnel are responsible for managing all billing activities. Training Billing staff must receive adequate training to understand billing processes, software, and customer communication protocols. INVOICE GENERATION Invoice Generation Invoices are generated accurately and promptly based on agreed-upon terms, contracts, or service agreements. Invoices include all relevant details, such as billing period, due date, itemized charges, and payment instructions. Payment Methods Multiple payment methods, including credit/debit cards, electronic funds transfer, checks, and cash, may be accepted, depending on the company's policies and customer preferences. Billing Frequency Billing frequency (e.g., monthly, quarterly, annually) is communicated clearly to customers and adhered to consistently. Recurring Billing Recurring billing arrangements are established with customers when applicable, with their explicit consent. PRICING AND RATE CHANGES Notification Customers are provided with advance notice of any changes in pricing or rates. Changes in pricing or rates should be clearly explained, and customers should have the opportunity to ask questions or seek clarification. Grandfathered Rates Existing customers may be allowed to maintain their current rates for a specified period, as outlined in their service agreements. Disputes and Inquiries Customer Inquiries Customers who have inquiries, concerns, or disputes regarding their invoices are encouraged to contact the Billing Department promptly. Customer inquiries should be addressed professionally and resolved as quickly as possible. Dispute Resolution The company has a process in place to investigate and resolve billing disputes in a fair and timely manner.",null,"Billing Policy","4",513,"doc","https://templates.business-in-a-box.com/imgs/1000px/billing-policy-D13603.png","https://templates.business-in-a-box.com/imgs/250px/13603.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#13603.xml",{"title":15,"description":6},"billing policy",[17,20],{"label":18,"url":19},"Human Resources","/templates/human-resources/",{"label":21,"url":22},"Company Policies","/templates/company-policies/","Billing Policy Template","https://templates.business-in-a-box.com/imgs/400px/13603.png","https://templates.business-in-a-box.com/imgs/600px/13603.png",[27,17,20],{"label":28,"url":29},"Templates","/templates/",[31,32,35],{"label":28,"url":29},{"label":33,"url":34},"Finance & Accounting","/templates/finance-accounting/",{"label":36,"url":37},"Invoicing & Billing","/templates/invoicing-and-billing/",[39,43,47,51,55,59,63,67,71,75,79,83,87,102,119,131,148,161],{"label":40,"url":41,"thumb":42,"extension":10},"Pricing and Billing Policy","/template/pricing-and-billing-policy-D13750","https://templates.business-in-a-box.com/imgs/250px/13750.png",{"label":44,"url":45,"thumb":46,"extension":10},"Denial of Request for Quarterly Billing","/template/denial-of-request-for-quarterly-billing-D377","https://templates.business-in-a-box.com/imgs/250px/377.png",{"label":48,"url":49,"thumb":50,"extension":10},"Medical Billing Business Plan","/template/medical-billing-business-plan-D12006","https://templates.business-in-a-box.com/imgs/250px/12006.png",{"label":52,"url":53,"thumb":54,"extension":10},"Credit Card Billing Authorization Form","/template/credit-card-billing-authorization-form-D256","https://templates.business-in-a-box.com/imgs/250px/256.png",{"label":56,"url":57,"thumb":58,"extension":10},"Response to Improper Billing after Payment","/template/response-to-improper-billing-after-payment-D1339","https://templates.business-in-a-box.com/imgs/250px/1339.png",{"label":60,"url":61,"thumb":62,"extension":10},"AI Policy","/template/ai-policy-D13598","https://templates.business-in-a-box.com/imgs/250px/13598.png",{"label":64,"url":65,"thumb":66,"extension":10},"Application Policy","/template/application-policy-D13439","https://templates.business-in-a-box.com/imgs/250px/13439.png",{"label":68,"url":69,"thumb":70,"extension":10},"Attendance Policy","/template/attendance-policy-D12625","https://templates.business-in-a-box.com/imgs/250px/12625.png",{"label":72,"url":73,"thumb":74,"extension":10},"Backup Policy","/template/backup-policy-D13249","https://templates.business-in-a-box.com/imgs/250px/13249.png",{"label":76,"url":77,"thumb":78,"extension":10},"Branding Policy","/template/branding-policy-D13606","https://templates.business-in-a-box.com/imgs/250px/13606.png",{"label":80,"url":81,"thumb":82,"extension":10},"Cancellation Policy","/template/cancellation-policy-D12627","https://templates.business-in-a-box.com/imgs/250px/12627.png",{"label":84,"url":85,"thumb":86,"extension":10},"Complaint Policy","/template/complaint-policy-D12631","https://templates.business-in-a-box.com/imgs/250px/12631.png",{"description":88,"descriptionCustom":6,"label":89,"pages":90,"size":9,"extension":10,"preview":91,"thumb":92,"svgFrame":93,"seoMetadata":94,"parents":96,"keywords":95,"url":101},"CREDIT NOTE CREDIT NOTE NUMBER: [Unique Credit Note Number] INVOICE NUMBER: [Related Invoice Number] DATE OF INVOICE: [Date of Related Invoice] [YOUR COMPANY NAME] [YOUR COMPANY ADDRESS] [CITY, STATE, ZIP CODE] [DATE] [CUSTOMER NAME] [CUSTOMER ADDRESS] [CITY, STATE, ZIP CODE] ","Credit Note","1","https://templates.business-in-a-box.com/imgs/1000px/credit-note-D13639.png","https://templates.business-in-a-box.com/imgs/250px/13639.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#13639.xml",{"title":95,"description":6},"credit note",[97,100],{"label":98,"url":99},"Credit & Collection","credit-collection",{"label":98,"url":99},"/template/credit-note-D13639",{"description":103,"descriptionCustom":6,"label":104,"pages":90,"size":105,"extension":10,"preview":106,"thumb":107,"svgFrame":108,"seoMetadata":109,"parents":110,"keywords":117,"url":118},"COMPANY NAME:_______________________ Address: _______________________________________ City: ______________________________ State/Province: ___________ Zip/postal code__________ Country: ________________ Phone: _________________ Fax: __________________ Email: _________________________________________ Purchase Order The following number must appear on all related correspondence, shipping papers, and invoices: P.O. NUMBER: Contact: Address: _______________________________________ City: ______________________________ State/Province: ___________ Zip/postal code___________ Country: ________________ Phone: _________________ Fax: __________________ Email: _________________________________________ Ship To:","Purchase Order",49,"https://templates.business-in-a-box.com/imgs/1000px/purchase-order-D1411.png","https://templates.business-in-a-box.com/imgs/250px/1411.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#1411.xml",{"title":6,"description":6},[111,114],{"label":112,"url":113},"Sales & Marketing","sales-marketing",{"label":115,"url":116},"Bids & Quotes","bids-quotes","purchase order","/template/purchase-order-D1411",{"description":120,"descriptionCustom":6,"label":120,"pages":90,"size":9,"extension":121,"preview":122,"thumb":123,"svgFrame":124,"seoMetadata":125,"parents":127,"keywords":126,"url":130},"Small Business Expense Report","xls","https://templates.business-in-a-box.com/imgs/1000px/small-business-expense-report-D13396.png","https://templates.business-in-a-box.com/imgs/250px/13396.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#13396.xml",{"title":126,"description":6},"small business expense report",[128,129],{"label":98,"url":99},{"label":98,"url":99},"/template/small-business-expense-report-D13396",{"description":132,"descriptionCustom":6,"label":133,"pages":134,"size":9,"extension":10,"preview":135,"thumb":136,"svgFrame":137,"seoMetadata":138,"parents":140,"keywords":139,"url":147},"NON-DISCLOSURE AGREEMENT (NDA) This Non-Disclosure Agreement (the \"Agreement\") is made and effective [DATE], BETWEEN: [YOUR COMPANY NAME] (the \"Disclosing Party\"), a corporation organized and existing under the laws of the [State/Province] of [STATE/PROVINCE], with its head office located at: [YOUR COMPLETE ADDRESS] AND: [RECEIVING PARTY NAME] (the \"Receiving Party\"), an individual with his main address located at OR a corporation organized and existing under the laws of the [State/Province] of [STATE/PROVINCE], with its head office located at: [COMPLETE ADDRESS] WHEREAS, Receiving Party has been or will be engaged in the performance of work on [DESCRIBE]; and in connection therewith will be given access to certain confidential and proprietary information; and WHEREAS, Receiving Party and Disclosing Party wish to evidence by this Agreement the manner in which said confidential and proprietary material will be treated. NOW, THEREFORE, it is agreed as follows: NON-DISCLOSURE OF CONFIDENTIAL INFORMATION Both Parties understand and agree that each Party may have access to the confidential information of the other party. For the purposes of this Agreement, \"Confidential Information\" means proprietary and confidential information about the Disclosing Party's (or it's suppliers') business or activities. Such information includes all business, financial, technical, and other information marked or designated by such Party as \"confidential\" or \"proprietary.\" Confidential Information also includes information which, by the nature of the circumstances surrounding the disclosure, ought in good faith to be treated as confidential. For the purposes of this Agreement, Confidential Information does not include: Information that is currently in the public domain or that enters the public domain after the signing of this Agreement. Information a Party lawfully receives from a third Party without restriction on disclosure and without breach of a non-disclosure obligation. Information that the Receiving Party knew prior to receiving any Confidential Information from the Disclosing Party. Information that the Receiving Party independently develops without reliance on any Confidential Information from the Disclosing Party. Each Party agrees that it will not disclose to any third Party or use any Confidential Information disclosed to it by the other Party except when expressly permitted in writing by the other Party. Each Party also agrees that it will take all reasonable measures to maintain the confidentiality of all Confidential Information of the other Party in its possession or control. TERM The term of this Agreement is [number] of [years/months] from the date of execution by both Parties. TITLE The Receiving Party agrees that all Confidential Information furnished by the Disclosing Party shall remain the sole property of the Disclosing Party. DISCLAIMER","Non Disclosure Agreement Nda","3","https://templates.business-in-a-box.com/imgs/1000px/non-disclosure-agreement-nda-D12692.png","https://templates.business-in-a-box.com/imgs/250px/12692.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#12692.xml",{"title":139,"description":6},"non disclosure agreement nda",[141,144],{"label":142,"url":143},"Legal Agreements","business-legal-agreements",{"label":145,"url":146},"Confidentiality Agreements","confidentiality-agreement","/template/non-disclosure-agreement-nda-D12692",{"description":149,"descriptionCustom":6,"label":150,"pages":151,"size":9,"extension":10,"preview":152,"thumb":153,"svgFrame":154,"seoMetadata":155,"parents":157,"keywords":156,"url":160},"SERVICE AGREEMENT This SERVICE AGREEMENT (\"Agreement\") is effective [DATE], BETWEEN: [COMPANY NAME] (the \"Contractor\"), a company organized and existing under the laws of [STATE/PROVINCE], with its head office located at: [COMPLETE ADDRESS] AND: [COMPANY NAME] (the \"Customer\"), a company organized and existing under the laws of [STATE/PROVINCE], with its head office located at: [COMPLETE ADDRESS] (The Contractor and the Customer shall be individually referred to as a \"Party\" and collectively referred to as the \"Parties\", as the context may require). WHEREAS A. Contractor has experience and expertise in [DESCRIBE EXPERIENCE AND SERVICE]. B. Customer desires to have Contractor provide services for them. C. Contractor desires to provide services to Customer on the terms and conditions set forth herein (the \"Services\"). NOW THEREFORE, in consideration of the above recitals, the representations, warranties, and agreements contained in this Agreement and for other good and valuable consideration, the receipt and adequacy of which are now acknowledged, the Parties agree as follows: SERVICES PROVIDED Beginning on upon agreement to this contract, [CONTRACTOR] will provide to [CUSTOMER] the following service (collectively, the /Services\"): Description of the project: [DESCRIBE THE SERVICE REQUIRED]. SCOPE OF WORK Contractor agrees to provide Services pursuant to the Scope of Work set forth in Exhibit A attached hereto (the \"Scope of Work\"). TERM Unless both parties mutually agree on an extension, this contract will automatically terminate on [SPECIFY]. PERFORMANCE The parties agree to do everything possible to ensure that the terms of this Agreement take effect. PAYMENT FOR SERVICES In exchange for the Services rendered, a payment of [SPECIFY] will be made to the Contractor upon completion of the scheduled Services described in this Contract. If an invoice is not paid on the due date, interest will be added to the current balance. These amounts shall be payable, and the Customer shall pay all overdue amounts at the lesser of [SPECIFY] per cent per annum or the maximum percentage permitted by applicable law. Or Customer will pay Contractor as follows: [SPECIFY]. DELIVERY OF SERVICES The Contractor will exercise due diligence in the provision of services. However, the Customer acknowledges that the indicated delivery times and other payment milestones listed in Scope of Work are estimates and do not constitute final delivery dates. SECURITY The Contractor must make reasonable security arrangement to protect Material from unauthorized access, collection, use, alteration or disposal. OWNERSHIP RIGHT The Customer shall hold the copyright for the agreed version of the Services as delivered, and the Customer's copyright notice may be displayed in the final version. All works, ideas, discoveries, inventions, patents, products or other information that may be protected by copyright (collectively, the \"Work Product\" developed in whole or in part by the Contractor in connection with the Services, shall be the exclusive property of the Customer. Upon request, the Contractor shall execute all documents necessary to confirm or perfect the exclusive ownership of the Customer's \"Work Product\". The Contractor retains exclusive rights to pre-existing materials used in the Customer's projects. The Customer shall not have the right to reuse, resell or otherwise transfer material belonging to the contractor or third parties. The Contractor reserves the right to use the finished public product as an example of a product. RETURN OF PROPERTY Upon the expiry or termination of this Agreement, the Contractor will return to the Customer any property, documentation, records or Confidential Information which is the property of the Customer. COMPENSATION For all services rendered by the Contractor under this Agreement, the Customer shall indemnify the Contractor. In the event that the Customer fails to make any of the payments mentioned, the Contractor shall have the right, but shall not be obliged, to exercise any of the following remedies: ","Service Agreement","6","https://templates.business-in-a-box.com/imgs/1000px/service-agreement-D12711.png","https://templates.business-in-a-box.com/imgs/250px/12711.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#12711.xml",{"title":156,"description":6},"service agreement",[158,159],{"label":142,"url":143},{"label":142,"url":143},"/template/service-agreement-D12711",{"description":162,"descriptionCustom":6,"label":163,"pages":151,"size":164,"extension":10,"preview":165,"thumb":166,"svgFrame":167,"seoMetadata":168,"parents":169,"keywords":173,"url":174},"INDEPENDENT CONTRACTOR AGREEMENT This Independent Contractor Agreement (\"Agreement\") is made and effective [Date], BETWEEN: [INDEPENDENT CONTRACTOR NAME] (the \"Independent Contractor\"), a company organized and existing under the laws of the [State/Province] of [STATE/PROVINCE], with its head office located at: [COMPLETE ADDRESS] AND: [YOUR COMPANY NAME] (the \"Company\"), a company organized and existing under the laws of the [State/Province] of [STATE/PROVINCE], with its head office located at: [YOUR COMPLETE ADDRESS] RECITALS Independent Contractor is engaged in providing [Describe] business services, its Employer Tax I.D. Number is [Insert], and its Business License Number is [insert]. Independent Contractor has complied with all Federal, State, and local laws regarding business permits, sales permits, licenses, reporting requirements, tax withholding requirements, and other legal requirements of any kind that may be required to carry out said business and the Scope of Work which is to be performed as an Independent Contractor pursuant to this Agreement. Independent Contractor is or remains open to conducting similar tasks or activities for clients other than the Company and holds themselves out to the public to be a separate business entity. Company desires to engage and contract for the services of the Independent Contractor to perform certain tasks as set forth below. Independent Contractor desires to enter into this Agreement and perform as an independent contractor for the company and is willing to do so on the terms and conditions set forth below. NOW, THEREFORE, in consideration of the above recitals and the mutual promises and conditions contained in this Agreement, the Parties agree as follows: TERMS This Agreement shall be effective commencing [Date], and shall continue until terminated at the completion of the Scope of Work which shall occur no later than [Date] or by either party as otherwise provided herein. STATUS OF INDEPENDENT CONTRACTOR This Agreement does not constitute a hiring by either party. It is the parties intentions that Independent Contractor shall have an independent contractor status and not be an employee for any purposes, including, but not limited to, [laws]. Independent Contractor shall retain sole and absolute discretion in the manner and means of carrying out their activities and responsibilities under this Agreement. This Agreement shall not be considered or construed to be a partnership or joint venture, and the Company shall not be liable for any obligations incurred by Independent Contractor unless specifically authorized in writing. Independent Contractor shall not act as an agent of the Company, ostensibly or otherwise, nor bind the Company in any manner, unless specifically authorized to do so in writing. TASKS, DUTIES, AND SCOPE OF WORK Independent Contractor agrees to devote as much time, attention, and energy as necessary to complete or achieve the following: [Describe]. The above to be referred to in this Agreement as the \"Scope of Work\". It is expected that the Scope of Work will completed by [Date]. Independent Contractor shall additionally perform any and all tasks and duties associated with the Scope of Work set forth above, including but not limited to, work being performed already or related change orders. Independent Contractor shall not be entitled to engage in any activities which are not expressly set forth by this Agreement. The books and records related to the Scope of Work set forth in this Agreement shall be maintained by the Independent Contractor at the Independent Contractor's principal place of business and open to inspection by Company during regular working hours. Documents to which Company will be entitled to inspect include, but are not limited to, any and all contract documents, change orders/purchase orders and work authorized by Independent Contractor or Company on existing or potential projects related to this Agreement. Independent Contractor shall be responsible to the management and directors of Company, but Independent Contractor will not be required to follow or establish a regular or daily work schedule. Supply all necessary equipment, materials and supplies. Independent Contractor will not rely on the equipment or offices of Company for completion of tasks and duties set forth pursuant to this Agreement. Any advice given Independent Contractors regarding the scope of work shall be considered a suggestion only, not an instruction. Company retains the right to inspect, stop, or alter the work of Independent Contractor to assure its conformity with this Agreement. ASSURANCE OF SERVICES Independent Contractor will assure that the following individuals (the \"Key Employees\") will be available to perform, and will perform, the Services hereunder until they are completed (identify by title and name as applicable): [Name of Key Employee, Title] [Name of Key Employee, Title] The Key Employees may be changed only with the prior written approval of the Company, which approval shall not be unreasonably withheld. COMPENSATION Independent Contractor shall be entitled to compensation for performing those tasks and duties related to the Scope of Work as follows: [Describe] Such compensation shall become due and payable to Independent Contractor in the following time, place, and manner: [Describe] NOTICE CONCERNING WITHHOLDING OF TAXES Independent Contractor recognizes and understands that it will receive a [specify tax] statement and related tax statements, and will be required to file corporate and/or individual tax returns and to pay taxes in accordance with all provisions of applicable Federal and State law. Independent Contractor hereby promises and agrees to indemnify the Company for any damages or expenses, including attorney's fees, and legal expenses, incurred by the Company as a result of independent contractor's failure to make such required payments. AGREEMENT TO WAIVE RIGHTS TO BENEFITS Independent Contractor hereby waives and foregoes the right to receive any benefits given by Company to its regular employees, including, but not limited to, health benefits, vacation and sick leave benefits, profit sharing plans, etc. This waiver is applicable to all non-salary benefits which might otherwise be found to accrue to the Independent Contractor by virtue of their services to Company, and is effective for the entire duration of Independent Contractor's agreement with Company. This waiver is effective independently of Independent Contractor's employment status as adjudged for taxation purposes or for any other purpose. Neither this Agreement, nor any duties or obligations under this Agreement may be assigned by either party without the consent of the other. TERMINATION This Agreement may be terminated prior to the completion or achievement of the Scope of Work by either party giving [number] days written notice. Such termination shall not prejudice any other remedy to which the terminating party may be entitled, either by law, in equity, or under this Agreement. NON-DISCLOSURE OF TRADE SECRETS, CUSTOMER LISTS AND OTHER PROPRIETARY INFORMATION Independent Contractor agrees not to disclose or communicate, in any manner, either during or after Independent Contractor's agreement with Company, information about Company, its operations, clientele, or any other information, that relate to the business of Company including, but not limited to, the names of its customers, its marketing strategies, operations, or any other information of any kind which would be deemed confidential, a trade secret, a customer list, or other form of proprietary information of Company. Independent Contractor acknowledges that the above information is material and confidential and that it affects the profitability of Company. ","Independent Contractor Agreement",62,"https://templates.business-in-a-box.com/imgs/1000px/independent-contractor-agreement-D160.png","https://templates.business-in-a-box.com/imgs/250px/160.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#160.xml",{"title":6,"description":6},[170],{"label":171,"url":172},"Consultant & Contractors","consulting-contractor-business","independent contractor agreement","/template/independent-contractor-agreement-D160",false,{"seo":177,"reviewer":189,"legal_disclaimer":175,"quick_facts":193,"at_a_glance":195,"personas":199,"variants":224,"glossary":249,"sections":280,"how_to_fill":326,"common_mistakes":362,"faqs":387,"industries":415,"comparisons":440,"diy_vs_pro":455,"educational_modules":468,"related_template_ids_curated":471,"schema":484,"classification":486},{"meta_title":178,"meta_description":179,"primary_keyword":180,"secondary_keywords":181},"Billing Policy Template (Free Word)","Free billing policy template covering invoicing procedures, payment terms, late fees, and collections. Used in 190+ countries. Free Word and PDF download.","billing policy template",[182,183,184,185,186,187,188],"billing policy example","billing policy for small business","invoice policy template","payment policy template","accounts receivable policy template","billing procedures template","billing policy word template",{"name":190,"credential":191,"reviewed_date":192},"Bruno Goulet","CEO, Business in a Box","2026-05-02",{"difficulty":194,"legal_review_recommended":175,"signature_required":175},"medium",{"what_it_is":196,"when_you_need_it":197,"whats_inside":198},"A Billing Policy is an internal operational document that defines exactly how your business invoices customers, what payment terms apply, when late fees are triggered, and how overdue accounts are escalated to collections. This free Word download gives you a structured, editable starting point you can customize to your business and share with staff, clients, and finance teams in minutes.\n","Use it when onboarding new clients, standardizing invoicing across a growing team, reducing payment disputes, or setting consistent expectations before work begins. It is especially critical when you bill recurring clients, offer credit terms, or have multiple staff issuing invoices.\n","Invoicing procedures and timing, accepted payment methods, payment terms and due dates, late payment fees and grace periods, dispute resolution steps, collections escalation procedures, and refund or credit policies.\n",[200,204,208,212,216,220],{"title":201,"use_case":202,"icon_asset_id":203},"Small business owners","Formalizing informal billing practices before cash flow problems emerge","persona-small-business-owner",{"title":205,"use_case":206,"icon_asset_id":207},"Finance and accounting managers","Standardizing invoicing procedures across the accounts receivable team","persona-finance-manager",{"title":209,"use_case":210,"icon_asset_id":211},"Freelancers and consultants","Setting clear payment expectations with clients before projects begin","persona-freelancer",{"title":213,"use_case":214,"icon_asset_id":215},"SaaS and subscription businesses","Documenting recurring billing cycles, failed payment handling, and cancellation terms","persona-saas-founder",{"title":217,"use_case":218,"icon_asset_id":219},"Agencies","Aligning billing practices across account managers who each handle client invoicing","persona-agency",{"title":221,"use_case":222,"icon_asset_id":223},"Healthcare and professional services firms","Meeting compliance and client disclosure requirements for billing procedures","persona-professional-services",[225,229,232,235,239,242,245],{"situation":226,"recommended_template":227,"slug":228},"Service business with project-based billing and milestone invoices","Billing Policy (Service Business)","billing-policy-D13603",{"situation":230,"recommended_template":231,"slug":228},"Subscription or SaaS product with automated recurring charges","Subscription Billing Policy",{"situation":233,"recommended_template":234,"slug":228},"Medical or healthcare practice billing patients and insurers","Medical Billing Policy",{"situation":236,"recommended_template":237,"slug":238},"Retail or e-commerce business billing wholesale buyers","Credit and Collections Policy","payment-collections-policy-D13744",{"situation":240,"recommended_template":241,"slug":228},"Professional services firm billing by the hour with retainers","Retainer Billing Policy",{"situation":243,"recommended_template":244,"slug":228},"Nonprofit or government contractor billing against grants or contracts","Grant Billing and Reimbursement Policy",{"situation":246,"recommended_template":247,"slug":248},"Freelancer needing a short client-facing payment terms document","Payment Terms Agreement","agreement-to-extend-debt-payment-terms-D386",[250,253,256,259,262,265,268,271,274,277],{"term":251,"definition":252},"Net 30 / Net 60","Payment terms stating the full invoice amount is due 30 or 60 calendar days after the invoice date.",{"term":254,"definition":255},"Grace Period","A defined number of days after the due date during which a late fee is not yet charged, giving the payer time to resolve processing delays.",{"term":257,"definition":258},"Late Payment Fee","A charge applied to overdue invoices, typically expressed as a flat fee or a monthly percentage of the outstanding balance.",{"term":260,"definition":261},"Accounts Receivable (AR)","Money owed to the business by customers for goods or services already delivered but not yet paid for.",{"term":263,"definition":264},"Collections Escalation","The process of formally pursuing an overdue account — through reminder notices, suspension of service, or referral to a third-party collections agency.",{"term":266,"definition":267},"Disputed Invoice","An invoice the customer contests in whole or in part, triggering a formal review process before payment or adjustment is made.",{"term":269,"definition":270},"Credit Terms","The agreed conditions under which a business extends payment credit to a customer — including payment period, credit limit, and any discount for early payment.",{"term":272,"definition":273},"Retainer","An advance payment made by a client before work begins, held and drawn down as services are delivered and invoiced against.",{"term":275,"definition":276},"Aging Report","An accounts receivable report that groups outstanding invoices by how long they have been unpaid — typically 0–30, 31–60, 61–90, and 90+ days.",{"term":278,"definition":279},"Purchase Order (PO) Number","A reference number issued by the buyer's purchasing system, required on the invoice by many corporate clients to authorize payment.",[281,286,291,296,301,306,311,316,321],{"name":282,"plain_english":283,"sample_language":284,"common_mistake":285},"Purpose and scope","States why the policy exists, which business units and client types it applies to, and who is responsible for enforcing it.","This Billing Policy applies to all invoicing activities conducted by [COMPANY NAME] and governs transactions with [CUSTOMER TYPES]. The [FINANCE / ACCOUNTS RECEIVABLE] team is responsible for implementation and compliance.","Omitting scope entirely, so staff are unsure whether the policy covers internal chargebacks, international clients, or specific service lines — leading to inconsistent application.",{"name":287,"plain_english":288,"sample_language":289,"common_mistake":290},"Invoicing procedures and timing","Defines when invoices are issued — upon project completion, at set billing cycles, or on delivery — and who is authorized to send them.","Invoices shall be issued within [X] business days of [project completion / end of billing period / delivery of goods]. Only authorized personnel in the [FINANCE / BILLING] department may issue invoices on behalf of [COMPANY NAME].","Leaving invoice timing undefined so invoices go out weeks after delivery, training clients to expect and exploit long billing gaps.",{"name":292,"plain_english":293,"sample_language":294,"common_mistake":295},"Invoice content requirements","Lists the mandatory fields every invoice must contain — invoice number, date, due date, itemized charges, tax, and payment instructions.","All invoices must include: a unique invoice number, issue date, due date, client legal name and billing address, itemized description of services or goods, applicable taxes, total amount due in [CURRENCY], and payment instructions.","Not specifying required fields, resulting in invoices missing PO numbers or tax IDs that corporate clients need to process payment — stalling the entire AP cycle.",{"name":297,"plain_english":298,"sample_language":299,"common_mistake":300},"Payment terms and accepted methods","Defines the standard payment period (e.g., Net 30), any early-payment discounts, and the payment methods the business accepts.","Standard payment terms are Net [30] days from the invoice date. [COMPANY NAME] accepts payment by [ACH / wire transfer / credit card / check]. Early payment within [10] days qualifies for a [2]% discount.","Offering too many payment methods without stating processing timelines for each — clients pay by check expecting it to clear in two days, creating reconciliation confusion.",{"name":302,"plain_english":303,"sample_language":304,"common_mistake":305},"Late payment fees and grace periods","States the grace period after the due date before late fees apply, the fee amount or rate, and how it is calculated and communicated to the client.","Invoices unpaid after a [5]-business-day grace period will accrue a late fee of [1.5]% per month on the outstanding balance. [COMPANY NAME] will notify the client in writing at the time the fee is applied.","Setting late fees without disclosing them to clients before invoicing. Surprise fees trigger disputes and damage client relationships more than the fee recovers.",{"name":307,"plain_english":308,"sample_language":309,"common_mistake":310},"Billing disputes and resolution process","Describes how clients submit a billing dispute, the timeframe for doing so, and the steps the business follows to investigate and resolve it.","Clients must submit billing disputes in writing to [BILLING CONTACT / EMAIL] within [15] days of the invoice date. [COMPANY NAME] will acknowledge receipt within [2] business days and provide a resolution within [10] business days.","No dispute process at all — clients who disagree with a charge simply withhold payment, and the business has no documented workflow to investigate and respond formally.",{"name":312,"plain_english":313,"sample_language":314,"common_mistake":315},"Collections escalation procedure","Defines the sequence of actions for overdue accounts — reminder notices, service suspension, and referral to collections — with the timeline for each step.","Accounts overdue by [30] days receive a written reminder. Accounts overdue by [45] days are subject to service suspension. Accounts overdue by [60] days are referred to [COLLECTIONS AGENCY / LEGAL COUNSEL] for recovery.","Skipping the formal reminder-notice step and jumping straight to service suspension or legal action — creating client relations damage and potential liability if the delay was caused by a billing error.",{"name":317,"plain_english":318,"sample_language":319,"common_mistake":320},"Refund and credit policy","States under what conditions a refund or credit note is issued, the process for requesting one, and the timeline for processing.","Refunds are issued for [overpayments / cancelled pre-paid services / billing errors] within [15] business days of approval. Credits are applied to future invoices unless a cash refund is specifically requested and approved by [FINANCE MANAGER].","Treating every refund request on an ad hoc basis with no written policy — resulting in inconsistent outcomes that create expectations of special treatment and expose the business to chargebacks.",{"name":322,"plain_english":323,"sample_language":324,"common_mistake":325},"Record retention and audit trail","Specifies how long invoices, payment records, and dispute documentation are retained and in what format, to support audits and tax compliance.","All invoices, payment confirmations, dispute records, and credit notes shall be retained for a minimum of [7] years in [ACCOUNTING SYSTEM / DOCUMENT MANAGEMENT SYSTEM] and made available upon request for audit or legal review.","Storing billing records only in email threads rather than a centralized system — records become inaccessible when staff leave or email accounts are deactivated.",[327,332,337,342,347,352,357],{"step":328,"title":329,"description":330,"tip":331},1,"Define the scope and assign ownership","Enter your company name, the customer types the policy covers, and the department or role responsible for billing. Narrow scope prevents confusion about when the policy applies.","If different business units bill differently — e.g., a product division vs. a services division — note those distinctions in the scope section rather than creating separate policies.",{"step":333,"title":334,"description":335,"tip":336},2,"Set your invoicing timing and authorized senders","Decide when invoices go out — on delivery, at the end of each month, or at project milestones — and enter the number of business days allowed between triggering event and invoice issuance.","A 48-hour invoicing rule from project completion is achievable for most teams and cuts average days-to-payment by 4–6 days.",{"step":338,"title":339,"description":340,"tip":341},3,"Specify required invoice fields","List every field that must appear on invoices your business sends. Include any client-specific requirements you have encountered — PO numbers, cost center codes, or tax registration numbers.","Build a checklist from this section and attach it to your invoice template so finance staff verify compliance before sending.",{"step":343,"title":344,"description":345,"tip":346},4,"Enter payment terms and accepted methods","Choose your standard payment period (Net 15, Net 30, or Net 60), list every accepted payment method, and add early-payment discount terms if you offer them.","Net 30 is the most widely expected B2B standard. Shortening to Net 15 for new clients before credit is established can significantly reduce first-invoice risk.",{"step":348,"title":349,"description":350,"tip":351},5,"Set the late fee rate and grace period","Enter the grace period in business days and the monthly late fee percentage. 1–1.5% per month is standard across most industries. Confirm the rate is permissible in the client's jurisdiction before applying it.","Disclose the late fee in the policy, on your invoices, and in your client contract so there is no basis for dispute when it is first applied.",{"step":353,"title":354,"description":355,"tip":356},6,"Document the dispute and collections process","Write the dispute submission email or form, set the investigation and response timeline, and define the escalation steps with day-count triggers for each stage.","A written dispute process also functions as a collections defense — if a client claims they disputed an invoice, you have a documented process to check whether they followed it.",{"step":358,"title":359,"description":360,"tip":361},7,"Complete the refund and records sections","State eligible refund conditions, processing timeline, and the retention period for all billing records. Cross-reference the accounting system or document management platform where records are stored.","Match your retention period to the longest applicable statute of limitations in your jurisdiction — typically 6–7 years for financial records in the US and Canada.",[363,367,371,375,379,383],{"mistake":364,"why_it_matters":365,"fix":366},"No defined invoice timing","Invoicing 30 days after delivery is equivalent to extending 60-day credit on a Net 30 contract — it doubles your cash cycle with no corresponding benefit.","Set a maximum number of business days between triggering event and invoice issuance and assign a named role responsible for meeting that deadline.",{"mistake":368,"why_it_matters":369,"fix":370},"Late fees not disclosed before billing","Applying a late fee a client was not told about triggers disputes, damages the relationship, and may be unenforceable in jurisdictions that require prior disclosure.","Include the late fee rate and grace period in the policy, on every invoice, and in your standard client agreement before work begins.",{"mistake":372,"why_it_matters":373,"fix":374},"No dispute resolution window","Without a defined dispute deadline — such as 15 days from invoice date — clients can contest invoices months later, forcing you to reconstruct records and re-examine completed work.","Set a written dispute window in the policy, reference it on every invoice, and log disputes by date so you can enforce the deadline when needed.",{"mistake":376,"why_it_matters":377,"fix":378},"Collections escalation with no intermediate steps","Jumping from an unpaid invoice directly to service suspension or legal referral bypasses a written reminder that may resolve the issue and creates client relations risk if the delay was a processing error.","Build at least two reminder touchpoints — at 30 days and 45 days overdue — before escalating to service suspension or collections referral.",{"mistake":380,"why_it_matters":381,"fix":382},"Refunds handled on a case-by-case basis","Ad hoc refund decisions create inconsistent treatment across clients and set informal precedents that staff and clients both cite in future disputes.","Write explicit eligibility criteria for refunds — overpayment, billing error, cancellation within a defined window — and assign approval authority to a specific role.",{"mistake":384,"why_it_matters":385,"fix":386},"Billing records stored only in email","Invoice history in email threads becomes inaccessible when staff leave or accounts are archived, leaving no audit trail for disputes, tax reviews, or litigation.","Require all billing records to be entered into a centralized accounting system or document management platform within 24 hours of issuance or receipt.",[388,391,394,397,400,403,406,409,412],{"question":389,"answer":390},"What is a billing policy?","A billing policy is an internal business document that defines how a company invoices its customers, what payment terms apply, when late fees are charged, and how overdue accounts are escalated. It creates a consistent, documented standard for the accounts receivable process so staff, clients, and finance teams all operate from the same expectations. A written billing policy also reduces disputes, supports audits, and protects cash flow.\n",{"question":392,"answer":393},"What should a billing policy include?","A complete billing policy covers invoicing timing and authorized senders, required invoice content, standard payment terms and accepted methods, late payment fees and grace periods, a dispute resolution process, collections escalation steps, refund and credit criteria, and record retention requirements. Leaving out any of these creates operational gaps that typically surface as cash flow problems or client disputes.\n",{"question":395,"answer":396},"How is a billing policy different from payment terms?","Payment terms — such as Net 30 or Net 60 — are a single clause specifying when payment is due. A billing policy is a comprehensive document that covers the entire billing lifecycle, including how invoices are prepared and sent, what happens when payment is late, how disputes are handled, and how records are retained. Payment terms are typically included as one section within the billing policy.\n",{"question":398,"answer":399},"Do I need to share my billing policy with clients?","The sections that affect clients directly — payment terms, accepted methods, late fees, and dispute procedures — should be communicated before work begins and referenced on every invoice. The internal procedural sections, such as staff authorization and record retention, are typically kept internal. Many businesses include a one-page summary of client-facing terms in their service agreements or onboarding documents.\n",{"question":401,"answer":402},"How much should I charge for late payment fees?","A monthly rate of 1–1.5% on the overdue balance is standard across most B2B industries, equivalent to 12–18% annually. Some jurisdictions cap the maximum allowable rate, so confirm the ceiling for your client's location before applying it. Always disclose the rate in your billing policy, on your invoices, and in your client contract — undisclosed late fees are frequently disputed and may be unenforceable.\n",{"question":404,"answer":405},"What is a billing dispute resolution process?","A billing dispute resolution process defines how a client formally contests an invoice — typically in writing within a set number of days of the invoice date — and how the business investigates and responds. A defined process sets a deadline for disputes, prevents months-old contested invoices from surfacing unexpectedly, and provides documentation that protects both parties if the dispute escalates.\n",{"question":407,"answer":408},"How long should billing records be retained?","In the US, the IRS generally recommends retaining financial records for at least 3 years, but the statute of limitations for tax assessment can extend to 6–7 years in certain circumstances. In Canada, the CRA requires 6 years from the end of the tax year the records relate to. A safe default across most jurisdictions is 7 years for all invoices, payment receipts, and related correspondence.\n",{"question":410,"answer":411},"When should I escalate an overdue account to collections?","Most businesses send a first written reminder at 30 days past due, a second notice at 45 days, and consider collections referral at 60–90 days. Before escalating, confirm the invoice was received, verify there is no unresolved dispute, and attempt a direct call to accounts payable. Document every contact attempt — this record is essential if the debt is later disputed or referred to a collections attorney.\n",{"question":413,"answer":414},"Can a billing policy help reduce days sales outstanding (DSO)?","Yes — businesses with a written billing policy consistently report lower DSO than those without one, because the policy eliminates the most common delay drivers: invoices sent late, missing required fields, undisclosed late fees, and no clear escalation path. Setting a 48-hour invoicing rule, stating Net 30 terms explicitly, and applying late fees consistently after a grace period are the three changes most likely to shorten your collection cycle.\n",[416,420,424,428,432,436],{"industry":417,"icon_asset_id":418,"specifics":419},"Professional Services","industry-professional-services","Milestone billing, retainer drawdown schedules, and hourly rate reconciliation require explicit procedures for when and how invoices are generated against tracked time.",{"industry":421,"icon_asset_id":422,"specifics":423},"SaaS / Technology","industry-saas","Subscription billing policies must address failed payment retries, dunning sequences, proration on upgrades or downgrades, and service suspension timelines.",{"industry":425,"icon_asset_id":426,"specifics":427},"Healthcare","industry-healthtech","Medical billing policies must cover insurance claim submission windows, patient balance billing procedures, and HIPAA-compliant record retention alongside standard AR practices.",{"industry":429,"icon_asset_id":430,"specifics":431},"Construction and Trades","industry-construction","Progress billing tied to project milestones, lien rights that depend on timely invoice delivery, and retainage release procedures all require explicit policy coverage.",{"industry":433,"icon_asset_id":434,"specifics":435},"Retail / Wholesale","industry-retail","Trade credit terms, volume discount schedules, and return authorization procedures intersect directly with billing policy to determine what gets invoiced, credited, or adjusted.",{"industry":437,"icon_asset_id":438,"specifics":439},"Marketing and Creative Agencies","industry-marketing","Third-party expense pass-through billing, deposit invoices before campaign spend, and client approval requirements before final invoices are issued add complexity requiring documented procedures.",[441,444,448,451],{"vs":247,"vs_template_id":442,"summary":443},"D{PAYMENT_TERMS_AGREEMENT_ID}","A payment terms agreement is a client-facing contract clause or document that records the agreed payment period, methods, and late-fee rate for a specific engagement. A billing policy is an internal operational document that governs the entire invoicing and collections lifecycle across all clients. The payment terms agreement communicates obligations to one client; the billing policy defines how the business manages all of them.",{"vs":445,"vs_template_id":446,"summary":447},"Invoice Template","D{INVOICE_TEMPLATE_ID}","An invoice template is the formatted document sent to clients to request payment. A billing policy is the governing document that determines when invoices are issued, what they must contain, what happens when they go unpaid, and how disputes are resolved. The policy drives what goes into the invoice; the invoice template is the output.",{"vs":237,"vs_template_id":449,"summary":450},"D{CREDIT_COLLECTIONS_POLICY_ID}","A credit and collections policy focuses specifically on evaluating client creditworthiness, setting credit limits, and recovering overdue debt. A billing policy covers the full invoicing lifecycle from issuance through payment, with collections escalation as one section rather than the primary focus. Businesses that extend significant trade credit typically need both documents.",{"vs":452,"vs_template_id":453,"summary":454},"Accounts Receivable Procedures Manual","D{AR_PROCEDURES_MANUAL_ID}","An accounts receivable procedures manual is a detailed step-by-step operational guide for AR staff — including system entry instructions, reconciliation workflows, and exception handling. A billing policy is the higher-level governance document that defines the rules those procedures implement. The policy states what must happen; the procedures manual explains how staff execute it.",{"use_template":456,"template_plus_review":460,"custom_drafted":464},{"best_for":457,"cost":458,"time":459},"Small businesses, freelancers, and growing teams standardizing billing for the first time","Free","1–2 hours to customize and finalize",{"best_for":461,"cost":462,"time":463},"Businesses extending credit terms, billing in regulated industries, or operating across multiple jurisdictions","$200–$500 for an accountant or finance consultant review","2–5 business days",{"best_for":465,"cost":466,"time":467},"Enterprise businesses, healthcare organizations, or companies with complex billing systems requiring integration with AR automation platforms","$1,000–$3,000+ for a finance operations consultant or policy writer","1–3 weeks",[469,470],"accounts-receivable-basics","how-to-reduce-days-sales-outstanding",[472,473,474,475,476,477,478,479,480,481,482,483],"credit-note-D13639","purchase-order-D1411","small-business-expense-report-D13396","non-disclosure-agreement-nda-D12692","service-agreement-D12711","independent-contractor-agreement-D160","employee-handbook-D712","financial-projections_12-months-D360","marketing-plan-D1366","strategic-planning-template-D13857","swot-analysis-D12676","business-plan-canvas-(one-page)-D12527",{"emit_how_to":485,"emit_defined_term":485},true,{"primary_folder":487,"secondary_folder":488,"document_type":489,"industry":490,"business_stage":491,"tags":492,"confidence":498},"finance-accounting","invoicing-and-billing","policy","general","all-stages",[493,494,495,496,497],"operations","finance","billing-policy","invoicing","payment-terms",0.95,"\u003Ch2>What is a Billing Policy?\u003C/h2>\n\u003Cp>A \u003Cstrong>Billing Policy\u003C/strong> is an internal operational document that defines the rules and procedures governing how a business issues invoices, collects payment, handles disputes, and escalates overdue accounts. It establishes consistent standards across the entire accounts receivable lifecycle — from the moment a service is delivered or a product ships, to the point at which outstanding balances are fully resolved. A well-written billing policy removes ambiguity for staff who handle invoicing and sets clear expectations for clients before a payment dispute ever arises.\u003C/p>\n\u003Ch2>Why You Need This Document\u003C/h2>\n\u003Cp>Without a written billing policy, every late payment becomes a judgment call, every dispute starts from scratch, and every overdue account follows a different path — or no path at all. The consequences are concrete: invoices sent late train clients to pay late, missing invoice fields stall corporate AP cycles, and undisclosed late fees trigger chargebacks and relationship damage. Businesses without a billing policy consistently carry higher days sales outstanding (DSO) than those with one, because the delays that inflate DSO are almost always procedural rather than intentional. A documented billing policy closes those gaps, gives your finance team a defensible standard to enforce, and signals to clients that your business operates with the same professionalism it expects from them. This template gives you a complete, editable starting point in minutes.\u003C/p>\n",1781185981851]