Profitable businesses fail on cash flow. Compliant invoices, clear terms and disciplined follow-up are the cheapest financing you will ever access.
Make the invoice easy to pay
Most late payments are administrative, not malicious. A missing purchase order number, a wrong entity name or an absent BP number is enough to park your invoice indefinitely.
Get the details right and you move to the front of the payment run without asking for a favour.
- Correct legal entity name and address of the customer
- Your registration number, BP number and VAT details where registered
- Purchase order or contract reference
- Clear description, quantities and dates of delivery
- Payment terms, due date and banking details
Terms before delivery, not after
Agree payment terms in writing before you start. Deposits for materials-heavy work, milestone payments for longer projects, and a stated late-payment position are all normal and defensible.
Sending an invoice with terms the customer never agreed to is a dispute waiting to happen.
Keep clearance current
An expired tax clearance means your customer must withhold a prescribed percentage. That is an immediate hit to cash flow entirely within your control to prevent.
Diarise clearance renewal alongside your other annual obligations.
Follow up as a process
Confirm receipt within two days, check approval a week before due date, and escalate on a fixed schedule. Consistent, polite follow-up outperforms occasional confrontation.
Reconcile weekly so you always know who owes what, and never rely on memory for debtor management.
Frequently asked questions
Can I charge interest on late payment?
Yes, if it is agreed in your terms. State the rate clearly up front.
Should I invoice in USD?
Follow the contract and applicable rules, and always state the currency on the invoice.
What if the customer disputes an invoice?
Respond in writing with supporting delivery evidence, and keep the dispute documented.
This guide is general information, not legal or tax advice. Zimbabwe's principal company law is the Companies and Other Business Entities Act [Chapter 24:31], available at ZimLII.
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