EasyITGuys wants billing and payment to be simple, predictable, and transparent. Our goal is to keep payment friction low so our team can focus on what you hired us to do: provide dependable IT support, cybersecurity, monitoring, management, backups, licensing coordination, and technology operations support. This article explains your business payment options, how accounts payable workflows are handled, what options are available when cash flow timing is tight, and what happens if payment is late without an approved arrangement.
This article is intended to explain EasyITGuys’ standard payment options and billing workflows. It does not replace the applicable Quote, invoice, Terms of Service, Service Guide, or any written payment arrangement approved by EasyITGuys. If there is a conflict between this article and the applicable Quote, invoice, Terms of Service, or written agreement, the applicable Quote, invoice, Terms of Service, or written agreement controls. For full legal terms, please review the EasyITGuys Terms of Service: https://easyitguys.com/tos/
EasyITGuys’ standard recurring billing process is: Recurring invoices process on the 1st of each month and are paid on the 1st of each month. Recurring services are billed in advance for that same month’s service period.
Example:
| Invoice Date | Service Period Covered | Standard Payment Due Date |
|---|---|---|
| July 1 | July 1 through July 31 | July 1 |
This standard keeps service coverage, licensing, cybersecurity tools, backups, support access, monitoring, and billing aligned.
The example below assumes a $10,000 monthly recurring invoice.
| Option | Best For | Added Cost Example | Total Example | Notes |
| Automated ACH/EFT on the 1st | Maximum savings | $0 | $10,000 | Recommended standard. Lowest cost and lowest friction. |
| Self-pay in finance portal by the 1st | AP teams that want manual payment control | $0 | $10,000 | Client must log in and pay all open invoices on time. |
| Credit card on the 1st | Cash-flow flexibility through card terms | 4% = $400 | $10,400 | Best flexibility option when cash-flow timing is needed. Some cards may provide rewards or statement-cycle flexibility. |
| Approved Payment Timing Accommodation to the 14th | Approved short-term cash-flow timing need | 4% or $195 minimum = $400 | $10,400 | Must be approved in writing before the due date. Intended for approved short-term timing needs when credit card is not preferred. |
| Unsupported payment method paid on time | Check, Bill.com, wire, ACH push, or other off-portal payment | First unsupported payment fee = $97.50 | $10,097.50 | Due date does not change. Payment must be received and reconciled on time. |
| Unapproved late payment | Not a payment option | Finance/admin charges and service limitations apply | Varies | Account becomes past due. This is not an approved financing method. |
| Unsupported payment method paid late | Worst workflow | Unsupported payment fee + finance/admin charges | Varies | Creates manual processing, reconciliation, and past-due account consequences. |
Payment Method Note: ACH/EFT or bank debit is the assumed payment method for standard recurring invoices unless otherwise stated. If a client chooses to pay by credit card, the 4% credit card adjustment applies to that invoice. If the adjustment was not included before payment, it will remain due on the same invoice as an invoice adjustment or remaining balance.
AP Workflow Note: Some clients with documented AP workflows may qualify for Early Invoice Delivery. This helps with invoice routing, PO matching, approval, or off-portal processing. It does not change the due date and is not a payment delay or cash-flow accommodation. More details are explained later in this article.
The recommended payment method for recurring services is automated ACH/EFT bank payment on the 1st of the month.
This is the best option for most clients because it:
For a $10,000 recurring monthly invoice, the cost is simple:
| Invoice Amount | Added Payment Cost | Total |
| $10,000 | $0 | $10,000 |
This is the maximum-savings option.
Some clients prefer to control when payment is submitted by their internal finance or accounts payable team. When approved, clients may self-pay through the EasyITGuys finance portal using a supported payment method.
Supported portal payment methods may include:
ACH/EFT or bank debit is the assumed payment method for standard recurring invoices unless otherwise stated. If an invoice was prepared without a credit card adjustment because ACH/EFT or bank debit was expected, but the client chooses to pay by credit card, the applicable credit card adjustment will still apply to that invoice. Credit card payments always carry the credit card adjustment described in the applicable Terms of Service, quote, invoice, or payment portal. If the credit card adjustment was not included on the original invoice, EasyITGuys will add the adjustment to the same invoice as a remaining balance or invoice adjustment. This can sometimes create issues for accounts payable workflows if the payment amount submitted does not match the final invoice balance after the credit card adjustment is applied. If your AP team has questions or concerns about payment method selection, invoice balances, or approval workflows, please contact your EasyITGuys account manager before submitting payment.
If you self-pay through the finance portal, the due date does not change. Your team is responsible for logging into the portal, reviewing all open invoices, selecting the correct payment method, and paying each invoice by its due date.
For a $10,000 recurring monthly invoice paid by ACH/EFT through the portal by the due date:
| Invoice Amount | Added Payment Cost | Total |
|---|---|---|
| $10,000 | $0 | $10,000 |
For a $10,000 recurring monthly invoice paid by credit card through the portal:
| Invoice Amount | Credit Card Adjustment | Total Invoice Balance |
|---|---|---|
| $10,000 | $400 | $10,400 |
This can be a good option for clients that want payment control without using unsupported payment methods. To receive the lowest payment cost, clients should pay through the finance portal using ACH/EFT or bank debit by the due date.
Credit card payment may be a good fit when a client wants more cash-flow flexibility while keeping EasyITGuys paid on time. Credit card payments include the card adjustment described in the applicable Terms of Service, quote, invoice, or payment portal.
For this example, assume a 4% credit card adjustment.
| Invoice Amount | Credit Card Adjustment | Total |
| $10,000 | $400 | $10,400 |
Some business credit cards may provide rewards, cash back, or payment timing flexibility. For example, if a business card provides approximately 2% cash back, the client may receive about $200 in card rewards on a $10,000 payment.
That means the effective cost may feel closer to:
| Gross Card Adjustment | Estimated 2% Card Reward | Approximate Net Cost |
| $400 | $200 | $200 |
Actual rewards depend on the client’s card program and are managed by the card provider, not EasyITGuys. This option is often the cleanest cash-flow flexibility option because the client uses the credit card company’s payment terms instead of asking EasyITGuys to finance the account.
Some clients have legitimate cash-flow timing needs and may request to pay later than the standard due date. This is different from an AP processing issue.
When approved in writing, EasyITGuys may offer a Payment Timing Accommodation.
A Payment Timing Accommodation does not change:
It only allows the client to complete payment after the standard due date under approved terms. Because EasyITGuys continues providing services, software, licensing, security tools, backup services, monitoring, management, vendor services, and support before payment is received, Payment Timing Accommodations carry a finance and administrative accommodation charge.
Standard example: For approved Payment Timing Accommodations, the accommodation charge is typically the greater of 4% of the delayed recurring balance or $195, unless otherwise stated in writing.
For a $10,000 recurring monthly invoice:
| Invoice Amount | Accommodation Charge | Total |
| $10,000 | $400 | $10,400 |
This keeps the accommodation aligned with the cost of flexibility and helps prevent EasyITGuys from becoming the client’s short-term bank. Payment after the 15th is not part of the standard accommodation and requires separate written approval, credit card payment, prepaid reserve, or another approved arrangement.
Unapproved late payment is not an alternative payment plan, financing method, or approved billing workflow. If payment is not received by the due date and no written Payment Timing Accommodation has been approved, the account is considered past due. Past-due status is an account delinquency issue. It is not a low-cost way to finance services.
This matters because EasyITGuys continues carrying real costs, including:
When payment is late without approval, additional account handling is required. This is work that normally does not exist when automated payment is used.
If payment is not received on time and no written Payment Timing Accommodation has been approved, the account will be considered past due. Past-due accounts are subject to the applicable quote, invoice, Terms of Service, service guide, and applicable law.
Consequences may include:
If service is suspended, restricted, or limited due to nonpayment, a reconnection or reinstatement fee may apply. This fee may be the greater of $50 or 10% of the applicable monthly recurring charges, plus any past-due amounts, late payment administrative charges, finance charges, unsupported payment processing fees, and other amounts due.
| Item | Example Amount |
| Monthly recurring invoice | $10,000 |
| 1.5% monthly finance charge example | $150 |
| Administrative charge example | $195 |
| Possible reconnection/reinstatement fee at 10% | $1,000 |
This means an unapproved late payment can quickly become much more expensive than using an approved payment option. More importantly, unapproved late payment can also affect service eligibility and account standing.
EasyITGuys understands that honest payment mistakes can happen. A payment method may expire, a bank account may change, an accounts payable team member may be unavailable, or a client may misunderstand a billing process during onboarding. For that reason, EasyITGuys may provide one courtesy late-fee review per client account.
A courtesy review is not automatic, is not guaranteed, and does not reset annually. It does not change the invoice due date, payment terms, account status, service limitation process, or payment obligations. It is intended for rare, good-faith situations where the client normally pays on time and promptly corrects the issue. When a courtesy review is approved, it is documented on the client account so future payment issues can be reviewed consistently and fairly. A courtesy review generally does not apply to repeated late payments, intentional delayed payment, unsupported payment delays, ignored payment reminders, unresolved open balances, or situations where late payment is used as a cash-flow strategy.
After a courtesy review has been used, future late payments will follow the standard past-due process. This may include applicable late payment administrative charges, finance charges, unsupported payment processing fees, service limitations, reconnection or reinstatement fees, and other remedies described in the applicable Quote, invoice, Terms of Service, Service Guide, and applicable law. If a client needs additional payment flexibility after a courtesy review has already been used, EasyITGuys may require a supported payment method, automated ACH/EFT, credit card payment, prepaid reserve, prepayment, or a written Payment Timing Accommodation before services continue under a flexible payment workflow. Clients who need additional time to pay should request a written Payment Timing Accommodation before the invoice due date.
If payment is not received on time and no written Payment Timing Accommodation has been approved, service limitations will begin according to EasyITGuys’ service limitation process.
Service limitations may include:
Service limitations do not cancel the client’s payment obligations. Recurring charges, licensing fees, vendor commitments, and other applicable charges may continue to accrue unless EasyITGuys agrees otherwise in writing.
EasyITGuys’ standard payment process uses supported payment methods through our approved finance portal and automated billing system. Unsupported payment methods include payment methods that do not automatically process through our approved finance portal or automated billing system.
Examples include:
Unsupported payment methods require finance approval and will include manual processing fees.
For a $10,000 recurring invoice, if the client uses an unsupported payment method and the payment is received and reconciled on time:
| Invoice Amount | Unsupported Payment Processing Fee | Total |
| $10,000 | $97.50 | $10,097.50 |
Each additional unsupported payment using the same method within the same calendar month may carry an additional processing fee. A single unsupported payment covering multiple invoices generally creates one processing fee if the payment clearly identifies which invoices are being paid.
Unsupported payment fees help cover:
These costs are normally avoided through automated ACH/EFT, automated card payment, or supported finance portal payment.
Unsupported payment methods do not change invoice due dates. If a client chooses to pay by check, Bill.com, wire, ACH push, or another off-portal method, the client is responsible for making sure payment is received, identified, applied, and reconciled by the due date. Delays caused by internal approvals, purchase orders, third-party platforms, mailed checks, bank processing, wire timing, or manual reconciliation do not change the due date and do not waive fees, finance charges, administrative charges, service limitations, or other account consequences.
Assume a $10,000 recurring invoice is paid late using an unsupported payment method.
| Item | Example Amount |
| Invoice amount | $10,000 |
| Unsupported payment fee | $97.50 |
| 1.5% monthly finance charge example | $150 |
| Administrative charge example | $195 |
| Example total before any reconnection/reinstatement fee | $10,442.50 |
If service limitations or suspension require reconnection or reinstatement, additional charges may apply.
We understand that many businesses use purchase orders as part of their accounts payable process.
Purchase orders are helpful for non-recurring work, such as:
For non-recurring work, PO information is typically handled at the quote, estimate, approval, or project level. Monthly recurring services are different. Recurring services are based on an approved service agreement, quote, or recurring service schedule. Because these charges repeat for ongoing services, they are typically not treated like a new purchase order transaction every month. PO requirements do not change invoice due dates unless EasyITGuys approves a written Payment Timing Accommodation. If a client requires a PO number on recurring invoices, the client is responsible for providing the correct PO information before the invoice due date.
EasyITGuys may provide a recurring coverage report around the 20th of the month.
The coverage report is intended to help clients review:
This report helps both teams verify that billing and coverage are aligned before the next recurring invoice processes on the 1st. This can also help the client’s AP team prepare internally. However, the coverage report is not a payment extension and does not change the invoice due date.
Early Invoice Delivery may be available in limited cases when a client has a documented AP workflow that requires additional time for invoice routing, PO matching, approval, or off-portal payment processing. Early Invoice Delivery may allow approved recurring invoices to be delivered up to one month before the standard invoice date for AP processing convenience.
It does not change:
This option is most useful when the issue is AP processing time. It is not intended for cash-flow timing. If the client wants to pay later because funds are not available until later in the month, the better options are credit card payment or an approved Payment Timing Accommodation.
As recurring coverage can change throughout the month, an early-delivered invoice is based on the best information available at the time it is created. Additions, removals, license changes, service changes, backup changes, security tool changes, device changes, user changes, prorations, or corrections that occur after the invoice is delivered may appear on the next invoice or billing cycle. Early Invoice Delivery does not freeze the covered environment, prevent prorations, eliminate future true-ups, or change the client’s responsibility to review coverage reports and report corrections promptly.
Some clients may receive more than one invoice in a month.
Examples include:
Each invoice has its own due date. Payment of one invoice does not automatically satisfy other open invoices. Clients using self-payment, unsupported payment methods, or AP workflows are responsible for reviewing and paying all open invoices by their due dates. If one payment is intended to cover multiple invoices, the payment must clearly identify which invoices are being paid so it can be applied correctly.
This is the recommended standard and maximum-savings option.
For a $10,000 recurring invoice:
| Option | Total |
| ACH/EFT Auto-Pay | $10,000 |
This lets your team manually pay through the portal using a supported payment method.
For a $10,000 recurring invoice paid by ACH/EFT through the portal:
| Option | Total |
| Portal self-payment by due date | $10,000 |
This lets your business use the card provider’s payment cycle. Estimated 2% rewards may reduce the effective cost depending on your card program.
For a $10,000 recurring invoice:
| Option | Total |
| Credit card with 4% adjustment | $10,400 |
This is for approved short-term payment timing flexibility.
For a $10,000 recurring invoice:
| Option | Total |
| Approved payment by the 15th with 4% accommodation charge | $10,400 |
Unsupported payment methods create manual processing work and will include manual processing fees.
For a $10,000 recurring invoice:
| Option | Total |
| Unsupported payment received and reconciled on time | $10,097.50 |
Unapproved late payment is not a payment option. It creates past-due account status, fees, finance charges, service limitations, and possible loss of flexible payment eligibility.
The best payment option depends on your business priority.
| Your Priority | Best Option |
| Lowest cost | Automated ACH/EFT on the 1st |
| Lowest friction | Automated ACH/EFT on the 1st |
| AP team payment control | Self-pay in finance portal by the due date |
| Cash-flow flexibility | Credit card payment |
| Approved later payment from bank funds | Payment Timing Accommodation |
| Required off-portal process | Unsupported payment method with processing fee |
| Avoiding account issues | Pay on time or request approval before the due date |
Our goal is to give clients clear options while keeping service delivery stable, secure, and predictable. Paying on time helps us keep operational costs lower and allows our team to focus on IT support, cybersecurity, licensing, backups, monitoring, and the systems that protect your business.
If your finance team needs a different workflow, please contact EasyITGuys before the invoice due date so we can help select the best approved option. If you are unsure which payment option fits your organization, contact your EasyITGuys account manager before the invoice due date so we can help choose the cleanest approved workflow for your account.
