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Meridian7 Wiki

Billing & Invoicing

This guide covers how we bill clients and manage accounts receivable.

Engagement Structure

Section titled “Engagement Structure”

Typical GTM advisory engagements run 3-6 months, with ongoing support as needed. We work with Seed through Series B companies ($500K-$5M ARR), often starting with founder-led sales and building toward early team establishment.

Payment Terms

Section titled “Payment Terms”
TermDescription
StandardNet 30 (due within 30 days)
Monthly RetainerDue on 1st of month
Project-Based50% upfront, 50% on completion

Invoicing Process

Section titled “Invoicing Process”

All invoicing is handled through Stripe. Invoices are created, sent, and tracked directly in the Stripe dashboard.

Creating an Invoice

Section titled “Creating an Invoice”
  1. Open the customer in Stripe (synced from Attio)
  2. Create new invoice with:
    • Line items and descriptions
    • Invoice date and due date
    • Payment terms
  3. Send invoice - client receives email with payment link

Invoice Numbering

Section titled “Invoice Numbering”

Stripe automatically generates invoice numbers. No manual numbering required.

What to Include

Section titled “What to Include”
  • Clear description of services
  • Project/engagement reference
  • Period covered (for retainers)
  • Payment instructions (included automatically by Stripe)

Receiving Payments

Section titled “Receiving Payments”

Payment Methods

Section titled “Payment Methods”

Clients can pay via:

  • ACH (preferred) - No fees
  • Wire transfer - For large amounts
  • Credit card - 3% processing fee applies

Recording Payments

Section titled “Recording Payments”
  1. Stripe automatically marks invoices as paid when payment clears
  2. Xero syncs with Stripe for accounting records
  3. Rho manages cash flow once funds are deposited

Overdue Invoices

Section titled “Overdue Invoices”

Follow-up Schedule

Section titled “Follow-up Schedule”
Days OverdueAction
7 daysFriendly reminder email
14 daysPhone call + email
30 daysFormal demand letter
60+ daysReview engagement, consider termination

Reminder Email Template

Section titled “Reminder Email Template”
Subject: Invoice [NUMBER] - Friendly Reminder

Hi [NAME],

I hope you're doing well. I wanted to follow up on invoice
[NUMBER] for [AMOUNT], which was due on [DATE].

Please let me know if you have any questions or if there's
anything I can help clarify.

Best,
[YOUR NAME]

Retainer Billing

Section titled “Retainer Billing”

Monthly Retainer Process

Section titled “Monthly Retainer Process”

Set up recurring invoices in Stripe:

  1. Invoice auto-sent on 25th of prior month
  2. Due on 1st of service month
  3. Services begin regardless of payment (established clients)

Retainer Tracking

Section titled “Retainer Tracking”

Track hours/usage against the engagement work:

  • Keep notes on work completed and time/usage (as applicable)
  • Review monthly for billing reconciliation

Banking Details

Section titled “Banking Details”

Receiving Payments

Section titled “Receiving Payments”

Payments processed through Stripe are deposited to Rho:

Bank: Rho Account Name: Meridian Seven, LLC Routing/Account: [See Rho dashboard or 1Password]

Sending Payment Info

Section titled “Sending Payment Info”

Never send full banking details via email. Clients pay through:

  • Stripe invoice link (preferred)
  • Or provide details via secure channel (1Password shared vault)
Section titled “Quick Links”