Is this contract or legal guidance?

No. It's a record of terms you already agreed, kept so you can apply them consistently. For drafting or enforcing terms, consult a qualified professional.

What if a client's terms differ per project?

Note the default at the client level and record per-project exceptions, so the standard is clear and the exceptions are documented.

Does Cash Workspace enforce terms or chase late payers?

No. It stores the agreed terms for your reference; setting due dates and following up are things you do, with the records in one place.

Cash Workspace

Use the Freelancer template

Freelance receivables · Terms reference

Record the payment terms agreed with each client

You told one client Net-15, another due on receipt, and a third agreed a deposit before work starts. Three months later you can't remember which is which, and an invoice goes out with the wrong terms. A client-level terms reference — the agreed terms, plus a note of what was agreed and where — means every new invoice for that client uses the same terms without guessing. Cash Workspace lets you store agreed terms on the client record so they're there every time you invoice them.

Start a free workspace See the Net-30 invoice tracker

The problem

Why agreed terms get lost

Terms are usually agreed once, in an email or a call, and then never written anywhere you check before invoicing.

You can't recall whether a client is Net-15 or Net-30 when an invoice is due to go out.
Two invoices to the same client carry different due-date terms.
A deposit-required client gets a full invoice up front by mistake.
When a payment is late, you're unsure what the agreed due date even was.
There's no record of where the terms were agreed, so you can't point back to it.

The workflow

Capture each client's terms once, reuse them every time

Record the agreed terms on the client, note where they were agreed, then apply them to every invoice for that client.

1
Record the agreed terms
On each client record, store the terms: due on receipt, Net-15, Net-30, or deposit required.
2
Note where it was agreed
Add a short reference — 'agreed in onboarding email, 4 Feb' — so the source is traceable.
3
Apply on every invoice
When invoicing that client, set the due date and terms to match the reference, every time.
4
Flag exceptions
If a one-off invoice uses different terms, note why so the standard stays clear.
5
Update when terms change
If you renegotiate, update the reference and note the new effective date.

Record structure

What to record for each client's terms

A small reference per client keeps every invoice's terms consistent and traceable.

Client: The client these terms apply to, kept as one consistent record.
Agreed terms: Due on receipt, Net-15, Net-30, Net-60, or deposit required.
Deposit requirement: Whether a deposit is needed before work, and how much.
Where agreed: The source — email, contract, or call note — and the date.
Effective date: When these terms started applying, useful after a renegotiation.
Default due date rule: How to set the due date from the issue date, e.g. issue + 30 days.
Notes: Any exceptions or context, e.g. 'Net-30 except year-end rush invoices'.

Example setup

An example terms reference

One way to keep agreed terms per client inside your workspace.

Acme — terms

Net-30, agreed in signed SOW 12 Jan 2026; due date = issue + 30 days.

Blue Co — terms

Due on receipt, agreed by email 3 Mar; no deposit.

City Studio — terms

50% deposit required before work, balance Net-15, agreed in onboarding call note.

Common mistakes

Mistakes to avoid

Keeping terms only in your head, then guessing at invoice time.
Sending two invoices to one client with mismatched terms.
Forgetting a deposit-required client's deposit step.
Not noting where the terms were agreed, so you can't reference them later.
Leaving an old reference in place after the terms changed.

How it helps

How Cash Workspace helps

Terms on the client record

Store agreed terms against each client so they're in front of you every time you invoice them.

Consistent due dates

Use the recorded terms to set each invoice's due date the same way every time.

A traceable note

Keep a reference of what was agreed and where, attached to the client for later reference.

Net-30 invoice tracking

Track invoices issued on Net-30 terms.

Net-15 invoice tracking

Track invoices on shorter Net-15 terms.

Deposit invoice records

Keep deposit-required invoices organized per client.

Client payment history

See how each client actually pays against their terms.

All finance workflows

Browse the full Cash Workspace workflow library.

FAQ

Payment terms reference FAQ

Is this contract or legal guidance?: No. It's a record of terms you already agreed, kept so you can apply them consistently. For drafting or enforcing terms, consult a qualified professional.
What if a client's terms differ per project?: Note the default at the client level and record per-project exceptions, so the standard is clear and the exceptions are documented.
Does Cash Workspace enforce terms or chase late payers?: No. It stores the agreed terms for your reference; setting due dates and following up are things you do, with the records in one place.

Organizing help — not tax, accounting, or legal guidance

Cash Workspace is a free workspace for organizing invoices, expenses, receipts, clients, and documents. This page is organizing guidance only — not tax, accounting, legal, or bookkeeping guidance. Cash Workspace does not connect to your bank, does not scan or read your receipts for you, and does not move or collect payments. Whether an expense is deductible depends on your situation, so confirm it with a qualified accountant or tax professional.

Use the same terms every time

Start a free workspace and record each client's agreed terms once, so every invoice you send them is consistent and traceable.