MSME Delayed Payment: The 45-Day Rule and Evidence Checklist

A delayed-payment claim file covering micro or small eligibility, prior registration, acceptance, invoice, due date, interest and outstanding reconciliation. The objective is to convert a financing, collection or compliance issue into a cash impact, evidence file, accountable owner and dated next action.

What the business should understand

• The delayed-payment provisions apply to eligible micro and small suppliers, not every business described commercially as an MSME.
• Where a written payment agreement exists, the agreed period cannot exceed forty-five days from acceptance or deemed acceptance.
• Where no valid written period applies, the appointed-day mechanism can make the shorter statutory timeline relevant.
• Section 16 provides compound interest with monthly rests at three times the RBI bank rate for qualifying delay.
• Official Samadhaan guidance states that prior MSME registration before the disputed invoice is necessary to claim the statutory benefit.

For the connected rule, example or next step, see 180-Day Vendor Payment Rule: ITC Reversal and Reclaim Checklist.

The five-point review

Practical example

How to apply the framework

Start from the live legal and commercial record

Verify the legal entity, current Udyam status, customer or lender identity, contract, sanction, purchase order, invoice and portal record. A spreadsheet or certificate stored at incorporation does not prove that the enterprise, category, activity, buyer, facility or claim remains current. Match names, PAN, GSTIN, bank details, dates and authorised users before money moves.

Reconcile the operating evidence

Connect purchase order, delivery or service completion, acceptance, invoice, credit note, customer ledger, GST reporting and bank receipt. For a bank facility, connect the sanction to eligible inventory, receivables, creditors, insurance and monthly submissions. Differences should be explained through a written bridge rather than hidden in a round number.

Quantify cash before choosing the remedy

Show when cash leaves and when it is realistically expected to return. Include payroll, GST, TDS, debt service, critical suppliers and minimum operating cash. Compare a base case with customer delay, lower sales, margin compression or loss of drawing power. A profitable order can still be dangerous when tax, inventory and financing are funded months before collection.

Use the current portal, scheme and contract

New delayed-payment applications should follow the current MSME ODR workflow while Samadhaan remains relevant for monitoring, reference and legacy matters. Government credit guarantees, MUDRA categories, GeM orders, e-invoice rules and bank facilities do not create automatic approval or payment. The actual sanction, electronic contract, guarantee instrument or insurance policy wording controls the commercial exposure.

Close the loop with proof

Assign one owner, one deadline and one measurable result. Verify buyer acceptance, financier settlement, lender statement, portal conversion, signed restructuring, tax filing or actual bank credit. An application number, email promise, provisional bid, stock statement or unsigned settlement should not be reported as completed.

Implementation checkpoint

Before marking the issue closed, reconcile the final accounting entry, bank movement, GST or tax record, lender or customer ledger and supporting acknowledgement. Record the reference number, date, residual amount, next review date and unresolved exception. Preserve the actual policy wording or instrument terms wherever insurance, guarantee or contingent cover is involved.

Action checklist

• Verify status at the invoice date.
• Build an invoice-wise chronology.
• Reconcile buyer ledger and receipts.
• Calculate due date and claimed amount.
• Use the current ODR or MSEFC route.
• Track settlement and actual bank credit.

Evidence to keep

• Udyam certificate and status history
• Purchase orders and contracts
• Invoices and delivery or acceptance proof
• Ledger, bank receipts and credit notes
• Portal acknowledgements, notices and settlement

Warning signs

Finin2min takeaway