Late payments damage cash flow.
They also waste time chasing invoices that should have been paid already.
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Zahara focuses on purchasing and spend control, but invoices sit at the centre of that process. Every approved purchase order eventually becomes a sales invoice for a supplier. Understanding how invoices move through approval is key if you want to pay invoices faster—or get paid faster yourself.
Below are practical steps that make a real difference.
Issue the Invoice Promptly
Delays often start on day one.
If goods have shipped or services are complete, raise the invoice immediately. Waiting for paperwork, sign-offs, or internal admin only slows payment.
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Move away from paper-based processes
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Issue invoices as soon as delivery is confirmed
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Do not backdate invoices unnecessarily
The faster you raise the invoice, the faster the clock starts.
Send the Invoice to the Right Place
Drafting an invoice is not the same as sending it.
Invoices are delayed or lost because they go to the wrong inbox or the wrong person.
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Use the accounts payable email address listed on the purchase order
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Do not rely on individuals to forward invoices internally
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Avoid posting invoices unless explicitly required
The purchase order should contain everything you need to invoice correctly. Use it.
Get Paid Up Front Where Possible
If demand is high, ask for payment before delivery.
This is common for:
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Pro-forma invoices
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Project-based work
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Setup or engagement fees
Do not default to long payment terms if you do not need to. If you do not ask, you will not get paid up front.
Deliver Exactly What Was Ordered
Invoice disputes slow everything down.
Most disputes happen because the invoice does not match the purchase order.
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Invoice the agreed price
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Match quantities and descriptions
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Query discrepancies before invoicing
If the invoice does not align with the order, it will be rejected or delayed.
Include Clear Bank Details on Every Invoice
Invoices without payment details cannot be paid.
Every invoice should clearly show:
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Bank name
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Account number
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Sort code or IBAN
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Payment reference
Electronic payment should be the default. Do not assume finance teams will chase you for details.
Check the Invoice Is in the System
Do not rely on guesswork.
Around 7–10 days after sending the invoice, confirm it has been received and logged.
With Zahara, customers can see instantly:
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Where the invoice is
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Who is reviewing it
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Whether it is approved or pending
Visibility removes uncertainty and reduces chasing.
State the Correct Due Date
If you expect to be paid sooner, say so.
Many accounting systems default to 30 days. That may not reflect your agreement.
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Use the due date field correctly
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Match payment terms agreed with the customer
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Do not assume urgency without stating it
Clear dates lead to clearer expectations.
Enable Automated Payment Reminders
Manual credit control does not scale.
If your accounts system supports it, enable automatic reminders for:
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Upcoming due dates
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Overdue invoices
Polite, consistent reminders help you pay invoices faster without manual follow-up.
Final Thoughts: Cash Flow Comes First
There are many ways to improve payment times, but the basics matter most:
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Issue invoices quickly
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Send them to the right place
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Make them easy to approve and pay
Good credit control improves cash flow. Poor cash flow ends businesses.
As the saying goes: businesses do not fail because they lack profit—they fail because they run out of cash.
If you want clearer invoice visibility, faster approvals, and fewer delays, Zahara helps teams pay invoices faster by keeping purchasing, approvals, and invoices connected in one system.
