We have all had problems with our receivables
at one time or another. None of us are exempt from a non-paying
customer. However, there are measures that can be taken to
“tighten” things up in the management of your
receivables. Here are a few things that you can do to reduce
the risk of delinquency and/or default of payment.
Have a signed contract in place with your
customer that provides the details of your agreement with
them. Include payment terms and the consequence of delinquency,
which includes late fees, collection costs and attorney’s
fees in the event collection efforts or legal action becomes
necessary. Always provide your client with a copy of this
contract. Your attorney can create a contract that provides
the best protection for your particular business. If cost
is an issue, contracts can be purchased at office supply stores
and on the web. A general contract can then be revised for
your specific needs. For example; visit LawDepot.com.
This site provides a tool to easily create a custom contract
online to meet your requirements. However, it is in your best
interest to have your attorney review your contract. Remember
this document protects your business.
When you begin the relationship with your
client make sure to ask for a current address, phone number,
place of employment and business phone number and cell phone
number. Depending on your type of business i.e. medical, dental,
legal services it may also be appropriate to ask for social
security number and date of birth. Update your customer’s
records regularly by making note of job changes, address changes
etc.
Make note of a change in payment pattern
and ask your customer if there is anything that you can do
to help them manage their account like setting up a payment
plan. If you accept credit cards, remind them of that.
Whenever you make payment arrangements
with your customers, always deal with dates and deadlines.
Don’t leave open ended payment arrangements. If you
leave open ended arrangements it gives your customer the feeling
that you really don’t care when you get your payment.
Tell them when their file will be forwarded for collection.
This gives you more leverage.
Don’t allow your receivables to go
beyond 90-120 days past due. Once an account gets to this
level, refer it to a collection agency. If you remembered
to include collection costs in your contract, you’re
likely covered for this service. The collection agency’s
ability to collect your debt will be much greater because
the account is still “fresh”. The longer you wait
the harder it will be to collect for several reasons: your
customer’s financial situation if poor will undoubtedly
worsen in time, your customer may move or change phone numbers,
file bankruptcy, go through a divorce and just plain not take
you seriously because you’ve waited so long.
When consulting with my clients, past-due
receivables generally are regarded as a quiet burden that
too often goes ignored for a variety of reasons. To conclude,
I’d advise you to take action today and follow-up on
those receivables with the same intent and vigor as you would
with any new business. After all, it is money you’ve
already earned.
Jan Conte is the President
of Your Collection Solution LLC, a professional debt collection
agency.
Email: info@yourcollectionsolution.com
Company Profile:
Your Collection Solution
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