Customer Account Process

This document outlines the eligibility, application, visibility, management, and revocation process for customers seeking trade credit terms with Mediapoint.

🔑 1. Eligibility Criteria

• Customer Type: ABN-holding businesses that are resellers only.

• Trading History: Minimum of 2 months trading history with:

  • At least $2,000/month spend

  • All invoices paid on time

• Annual Spend: Minimum projected spend of $20,000 per annum

📄 2. Application Process

• Form: Customers must complete the official Credit Application Form (includes Terms of Trade & Privacy Policy) located here 

• Submission: Sent via email using a predefined email template

Hi [Customer Name],

Thanks for your interest in setting up a trade account with Mediapoint.

Please find attached our Credit Application Form, along with our Terms of Trade and Privacy Policy. A few important things to note about our on-account process:

• Eligibility: We only offer accounts to ABN-holding resellers with a minimum trading history of 2 months, spending at least $2,000 per month, with a forecast of $20,000+ annually.
  
  

• Assessment: All applications are reviewed manually and include a credit check via CreditorWatch.
  
  

• Initial Terms: Our standard terms are 30 days from invoice with a default credit limit of $20,000.
  
  

• Conditions: Accounts may be placed on hold or reverted to prepaid terms for repeated overdue payments.
  
  

• Orders: While under review or if overdue, customers cannot place orders through our portal until the account is in good standing.
  
  

To apply, please complete and return the signed application form. Once received, we’ll review your eligibility and get back to you with the outcome.

If you have any questions about the process or criteria, feel free to reach out.

• Assessment:

  • Reviewed by Finance Manager (currently the owner)

  • Credit check conducted via CreditorWatch

• Approval: Based on spend history and creditworthiness

🔐 3. Storage & Recordkeeping

• Storage Location: Currently Dropbox; to transition to a structured folder system and attached to Xero contact

https://www.dropbox.com/scl/fo/x7yg6fi2xsnj7yie8u9zr/AF3aBpX2zirnEeOqVl2R2Vk?rlkey=8eadu4qfejmif0i2sxtxm8h3j&st=72ccvowa&dl=0

• Naming Convention: Account_[BusinessName]_[DateSubmitted].pdf

• Access:

  • Finance Manager: Full access

  • Frontend Team: Read-only if needed

💳 4. Account Terms & Limits

• Standard Terms: 30 days from invoice

• Custom Terms: 30 days EOM available for customers spending $5K+/month

• Credit Limit: Default $20,000 cap

  • Higher limits require owner approval with evidence of spend and good payment history

🔁 5. Monitoring & Risk Management

• Overdue Monitoring:

  • Automated alerts for overdue invoices and credit limit breaches via Xero 

  • Flagging customers after 30 days EOM + 7 days grace period

• Repeat Offenders:

  • Two overdue incidents trigger downgrade to prepaid

  • Communicative customers may be given leeway

• Suspension:

  • Enforced via PrintIQ (orders cannot be submitted)

  • Jobs will not proceed while on hold

📅 6. Visibility & Internal Access

• Google Sheet Master List https://docs.google.com/spreadsheets/d/1BzX-B5U8jY3uMmcS6wEu6l2Rv__5JAsRo6vQfdEVxNU/edit?usp=sharing

  • Fields: Customer Name, Xero Contact, On Account (Y/N), Credit Limit, Terms, Status, Notes, Last Reviewed

  • Access:

    • Accounts Team: Full access

    • Frontend Team: Read-only

• Xero:

  • Contact Notes used to store terms and limits

  • Optional: Contact Groups for "On Account" flagging

📉 7. Revocation of Account Terms

• Triggers:

  • Repeated overdue payments

  • Significant drop in spend

  • Breach of credit agreement

• Types:

  • Temporary Hold: Account paused until overdue invoices are cleared

  • Downgrade: Customer reverts to prepaid permanently

• Process:

  • Reviewed and approved by owners

  • Logged in Google Sheet and optionally in Xero notes

  • Customer notified via email

Example Email Templates

On Hold Notification: Subject: Your Mediapoint Account Status – On Hold

Hi [Customer Name],

Your trade account has been placed on hold due to overdue invoices. Please settle the balance of [$X] to resume your account. Let us know if you need any assistance.

Regards,
Mediapoint Accounts Team

Downgrade Notification: Subject: Change to Mediapoint Account Terms

Hi [Customer Name],

Due to repeated late payments, your account has been changed to prepaid terms. We welcome continued business and will review terms after 3 months of regular activity.

Regards,
Mediapoint Accounts Team

📂 8. Digital Form Submission (Optional Improvement)

• Convert the PDF form to a Google Form or use JotForm/PandaDoc for digital submission with signature

• Store submitted forms in:

  • Google Drive (linked to Google Sheet)

  • Xero as an attachment to the customer contact

📊 9. Quarterly Audit Trail

• Set quarterly recurring task to:

  • Review active account customer list

  • Prune inactive/low-volume accounts

  • Audit overdue status and credit limit breaches