how to get accounts paid on time

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how to get accounts paid on time

how to get accounts paid on timeOne of the most successful ways to get accounts paid on time is to chase for payment before the due date! Perhaps “chase” is the wrong word; “advise” your client of the amount due and the due date before that date may be a better way of putting it. Easiest way to do this? A simple email merge.

Queries can be addressed, invoice copies sent out, amount/s charged / queried before the account even has a chance to become late. Brilliant!!

I’ve applied this many, many times over the years with great success but only when it’s been properly and carefully introduced to the client base.

 


The wording used could be as simple as …
 
Dear Customer,
 
ANDREWS DIRECT- (ANDR13)
Amount Due – $31,104.70

 
We wish to remind you that at the end of this month the balance of $31,104.70 on your account is due and payable.
 
As previously advised, any accounts that are not paid on or before the due date will be put on to hold until full payment of the due amounts is received.
 
Please contact us if your records disagree with ours or if you need copies of any invoices that make up the above balance. If not, we look forward to payment of your account in the near future.

 
Karen Jones
Accounts Receivable
administration@yourcompany.com
 
Wording can be ‘softened’ or made even firmer depending on the sort of business you’re in. Send the email out around 21st of the month BEFORE payment becomes due.
 
IMPORTANT
be sure to gently introduce this change in procedures first with an emailout to the entire client base before sending the first one out. We did this at one of clients a couple of years ago. This was just one of many collection strategies introduced but it was certainly a major factor that reduced the 90day+ component of their debtor book by over 50% — in 2 months.
 
This has been yet another example of the results that can be achieved by applying the Three Principles!

 

By | 2017-07-13T08:51:41+00:00 August 26th, 2011|wording|2 Comments

About the Author:

Have you ever wondered why a client does business with you and then ignores your invoice like they had no intention of paying it in the first place or they treat you like their own personal line of credit, leaving YOU dangling, waiting months for their payment? Unfortunately this situation is all too common and can even be puzzling for the most experienced business owner. If you’ve ever had to handle outstanding accounts or you are just so over non-payers, then we can help. Real-world skills, solutions, tips & strategies to get more accounts paid on time, and, most importantly, how to maintain customer goodwill while keeping YOUR cash flow in the positive. You will find the blog posts helpful but to get real results, contact us by using any of the forms on this site, by email or by phone. I’ve been involved in the management of accounts for over 30 years, heard every excuse in the book, can spot a non-payer at 20 paces. Finance Companies in the 70s (systematic, tough), professional firms in the 80s (no systems, too gentle) and, since then, just about every other sort of business you can think of. I’ve written books on the topic, spoken all over the place about it and the blog in this website is my way of “giving back”. I hope you find it helpful.

2 Comments

  1. Abdoukhadir NDIOUCK September 1, 2011 at 1:25 pm - Reply

    Thanks
    We call it in french ‘Lettre de rappel”
    It seems to be very efficient if you organize your secretary to be able and aware to do this at due time by, for example, making a schedule for clients

  2. Rekha September 9, 2011 at 8:24 pm - Reply

    Some of the steps to follow:

    1. When you sign a new contract with a client make sure to get the name, telephone number and e-mail for their Accounts Payable person who processes the invoice.

    2. If the terms of payment is Net 30, when the invoice is 3 weeks old send a friendly e-mail to the accounts payable person asking if they have received the invoice in question, if so when is the scheduled date of payment on the same. It is a good idea to attach the invoice that way even if they don’t have one they will get a copy.

    3. See if your client can set you up on EFT rather than mailing a check, this will ensure faster funds in the account, and it will minimise the cases where check gets lost often.

    This will definitely improve it by 50%, I know there are some situations where client is having a hard time paying the invoices, in that case you can use your best judgement to come up with a payment plan.

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