April 5, 2023

How to pay bills on time: a guide for businesses

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Knowing how to pay bills on time is an integral part of running a successful business. Unfortunately, it can also be challenging to stay organized when managing all of your expenses. With so much money coming in and out of your business, tracking what bills need to be paid and when can be tricky.

For that reason, it's imperative to have a plan to guarantee on-time payment. Below we will explore tips and tricks for ensuring every bill gets paid promptly. Plus, we'll discuss how software can be used to automate the entire expense management process.

The importance of paying bills on time as a small business

As a small business, paying on time is essential. Not only does it help maintain good relationships with vendors and suppliers, but it also helps keep your credit score in check. It goes without saying that your company can benefit from a good credit history, which leads to better deals and access to more capital.

Late payments can lead to costly penalties and even larger fees. Additionally, if you become a habitual late payer, other companies may refuse to work with you in the future. In addition to depriving you of necessary resources, it can also prevent you from taking advantage of potential business opportunities.

Business owners cannot underestimate the importance of paying bills on time. It is a key factor for the success and growth of any small business. With this in mind, read through our tips for paying bills on time below.

7 tips to ensure you pay all bills on time, every time

Having a plan makes the difference between on-time payments and mistakes. Whether you have a new or established business, you can take the following steps to learn how to pay bills on time, every time.

Create a payment schedule

Creating a payment schedule is an effective way to stay on top of the amount of money going out and when. You should include the due dates and the amount owed for each month when compiling your payment schedule. Here’s a simple example:

Pay To
Due Date
Amount Owed
Payment Status
Vendor #1
Vendor #2
Vendor #3

Spreadsheets or software tools such as QuickBooks can help you keep everything organized. Entering data into the spreadsheet or software will ensure that all vendors who demand payments within a specific time frame receive them on time.

Setting up reminders should also be a priority. Fortunately, many tools are available to help you stay on top of due dates and payments. Automated notifications can be set up through software programs, digital calendars, or to-do list apps.

Ideal scheduling also depends on individual goals and preferences. Keeping track of when months-long projects need to be completed or invoices sent can be complex if not written down or kept track of digitally. Setting reminders along the way can ensure that no steps in the process are forgotten or delayed too long.

Reminders for small business owners who often deal with tight budgets and deadlines can help reduce stress and keep finances organized, so things don't fall through the cracks unexpectedly.

Although it takes a bit of effort to set up, establishing a payment schedule and payment reminders can help businesses save money. You can avoid late fees and interest charges thanks to timely payments. It's worth taking the time upfront to get organized so that you won't be paying unnecessary extra costs later in the month.

Enroll in autopay

One of the more convenient results of the increase in digital payments rather than traditional payment methods is autopay. Autopay ensures that you never miss a payment, even if you forget the due date or don’t have access to the paper bill. Although it may not be possible to set up autopay for every payment your business makes, take a look through your monthly bills to see what you can automate.

This can be an effective strategy for avoiding late payment fees and staying organized. It takes the work of tracking bills and scheduling payments out of your hands.

Make sure bills are paid accurately

When making payments, it is important to always double-check for accuracy. Even the smallest mistake or inconsistency can lead to severe delays and additional costs, making financial management more challenging than it needs to be. Regularly comparing your records to invoices helps ensure everything is accurate and that all payments are up-to-date. This systematic approach can also help you identify any discrepancies or errors that may have occurred since the bill was first issued.

While it’s possible to check every bill manually, many financial management software offerings do the work for you. Consider using software that scans the invoices you upload and eliminates the risk of errors from manual data entry. This kind of organizational leg-up is well worth it.

Negotiate payment terms

When it comes to payments, one of the most important things you can do is communicate with your vendors or suppliers. Explaining your situation to them can help you explore alternative payment solutions, such as extending the due date or providing a discount if you pay early.

Extended payment terms allow you to spread out payments over a longer period of time, ensuring that you have the funds available when they are due. In addition, look into alternative funding options like invoice factoring or using a line of credit. These options can be beneficial since they often involve lower finance charges and interest rates than traditional methods.

By exploring alternative solutions and discussing them with vendors, you'll be able to save money, maintain healthy financial relationships, and make sure all bills are paid on time.

Monitor cash flow

Managing your business finances requires monitoring your cash flow. Cash flow refers to the money that comes into and goes out of your business, and it's important to keep track of this information to manage your finances effectively. Many businesses fail to do this, which can lead to financial problems down the road.

First, identify the sources of income for your business, such as sales or services provided, and then track all expenses. Knowing how much money you have available each month will help you ensure there is enough to cover all necessary bills.

Setting up a separate account for business payments can also simplify tracking cash flow. This way, you can easily see which funds are available specifically for paying bills and ensure they are consistent with other accounts.

Reviewing your financial statements regularly can give you an accurate picture of the state of your business's finances. This will help you detect any patterns or potential problems early and make adjustments as necessary.

To make the cash flow monitoring system simpler, you can use an accounting software platform to track your finances, or explore financial services like Ramp that offer real-time cash flow monitoring. These spend management tools can help you streamline your payments in one place.

By consolidating all of your bills and card payments, you can easily forecast upcoming expenses and ensure there is enough money in the bank to cover them. You can also identify potential savings opportunities. For example, software can recognize duplicate invoices, redundant services, and other areas where you can trim the budget without sacrificing quality or productivity. With spend management tools, you are able to stay in control of your expenses, so you'll always be ready to pay the bills on time.

Seek professional advice from a financial planner

Running a successful business takes more than just hard work and dedication. It also requires careful financial management. However, sometimes even with the best of intentions, things can go wrong, and bills can fall through the cracks. Late payments can lead to penalties, decreased credit ratings, and other costly problems that could threaten the longevity of your business.

That's why it is so important to seek professional advice from a financial planner or accountant. As you scale your business, your financial needs will change and become increasingly complex. A professional can provide advice and insights to help you navigate these challenges and ensure you stay on top of new and different payments.

From setting up a budget to finding new ways to save money, expert financial advice from in-house accountants or outsourced bookkeepers can make all the difference when it comes to managing your small business finances effectively.

Finally, don't forget that managing finances is an ongoing process, and it's important to stay organized and proactive throughout the year. By taking the time to monitor your cash flow, make accurate payments, and seek professional advice when needed, you can ensure your small business is on solid financial footing and that your bills are always paid on time.

Harness Ramp’s automation to make sure bills are paid on time

An automated bill pay solution can eliminate data entry and consolidate all payments in one place. This allows you to quickly and easily see when bills are due, helping ensure they don't slip through the cracks.

Ramp makes bill payment easier with automated bill management and payment software. Ramp allows you to set up recurring payments, view invoices, automate approvals, and extract vendor, line item, amount, and payment details. This intuitive system makes it easier than ever to ensure all of your bills are paid on time. Plus, you can extend payment terms up to 90 days directly using Ramp Flex so you can manage your cash flow more effectively.

With configurable approval workflows, you can create and customize your systems to ensure proper controls are in place. These workflows will automatically send bills to designated approvers and follow up with them until they are paid on time.

Full visibility over the status of each bill entered into Ramp increases accuracy and accountability. Plus, with all of your bills in one place, you'll be able to quickly and easily track payments, ensuring that nothing falls through the cracks.

Auto-sync accounting keeps your financials up to date in real time, giving you a complete picture of your finances. Additionally, consolidating all of your tools with an all-in-one payments platform helps streamline operations and increase efficiency.

By harnessing automation to ensure bills are paid on time and seeking professional advice when needed, you can gain peace of mind knowing that your small business is on track for success.

Content Marketing Manager, Ramp

Richard Moy is an experienced freelance Content Marketing Manager supporting Ramp. Prior to joining Ramp, he served as a content marketer and editor at BetterCloud and Stack Overflow.

Ramp is dedicated to helping businesses of all sizes make informed decisions. We adhere to strict editorial guidelines to ensure that our content meets and maintains our high standards.


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