A bank payment needs a different closeout rule
A Columbia County contractor sends a milestone invoice. A customer prefers paying from a bank account instead of using a card. NMI documents electronic check processing for a merchant account with an active electronic check platform. The operational question is when a payment is submitted, when it settles, and whether a return can still change the result.
What should staff do with an ACH invoice?
- Send a clear invoice showing the work, amount, and due date.
- Use an approved secure flow to capture the customer’s bank debit authorization.
- Verify the payer, amount, and applicable authorization method before submitting once.
- Record the transaction reference and monitor settlement, return, and late-return notices.
- Follow the merchant’s written policy before releasing the next phase of work.
Will you know immediately if it returns?
No. NMI explains that transactions are batched and must clear the customer’s bank. Its guide cites a standard funding window of three to five days and elsewhere notes four to seven business days to show settled; the actual timing varies by processor, merchant, and bank. A late return can also pull funds back after funding. Use the exact terms of the merchant’s program when setting customer expectations.
What can the owner measure?
Count invoices paid by paper check, electronic check, and card; days from invoice to confirmed payment; returns; and follow-up contacts. A twenty-invoice sample can reveal friction without inventing a rate or savings claim. Compare actual payment history and written terms before choosing a workflow.
Trust and security
Follow the applicable ACH and provider authorization requirements. Never collect bank details in ordinary email or text. Set separate roles for sales, voids, refunds, and credits. Train staff that a submitted debit is not the same as final collectability.
Vibe Coding of Augusta can help a CSRA contractor define the invoice-to-release checklist before changing its payment method.
Source: NMI electronic check Virtual Terminal guide.
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