Tips To Do Away With and Resolve Invoice Disputes

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Tips to Do Away With and Resolve Invoice Disputes
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Contents

1. Introduction
2. Send Estimates
3. Define The Scope of The Project
4. Insist on Purchase Orders
5. Clearly Mention Your Terms
6. Be Ready With Facts
7. Look for a Solution
8. Be Flexible
9. Use an Online Invoicing Software

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Introduction

• Invoice Disputes can really put a business owner
  under a lot of stress. If such disputes are large
  in number, then the deductions resulting from
  such disputes pose a huge business risk.
• Sending error free invoices and having a good
  relationship with clients are few of the most
  important ways to avoid invoice disputes.

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Send Estimates

• Sending estimates before starting a project and
  getting an approval from the client is one of the
  key ways to avoid invoice disputes.
• Once the price negotiations have been done and
  the payment terms have been decided, an estimate
  acts as a proof that all the conditions have been
  agreed to, by the client.

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Define The Scope of The Project

• Many a times an invoice dispute arises because
  the scope of the project was not defined clearly
  and you fell short of client expectations. Never
  let this situation arise.
• Ensure that the scope of the project is clearly
  communicated to the client in a written document.
  This must be approved by the client well in
  advance.

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Insist on Purchase Orders

• A purchase order is another document that acts as
  a proof that the client has agreed to the terms
  and conditions of the purchase.
• Once an estimate is approved, you must insist on
  purchase orders, for avoiding any sort of
  disputes in the future.

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Clearly Mention Your Terms

• Disputes arise in case of a confusion with
  respect to the price or the discount policies of
  the company. Making sure that there is no such
  confusion, is your responsibility.
• Adding all the terms and conditions on the
  invoice and communicating the same verbally as
  well, is essential.

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Be Ready With Facts

• Disputes can really put pressure on you, to
  decide in favour of the client. This can be
  avoided by keeping facts and presenting them in
  the right manner. Save all the email messages,
  exchanged with the client. You have to be firm
  with the client and explain the facts in a
  friendly manner.
• If you are able to put forth your arguments in
  the right way, you can resolve a dispute easily,
  while maintaining a happy relationship with the
  client.

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Look For A Solution

• In case of an invoice dispute where the client is
  unhappy with the work delivered, one must offer
  the best possible solution. This helps in
  building an atmosphere of trust.
• Accepting that one has been at fault, or else
  going that extra mile to please the client can
  also be really helpful.

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Be Flexible

• There are times when you may feel that the client
  is looking for a favour like a discount or a flat
  fee waiver. Take this as an opportunity to build
  a relationship with a client.
• Being rigid in such situations can convert a good
  situation into a dispute.

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Use An Online Invoicing Software

• Choosing an invoicing solution like Invoicera
  would certainly help. There are lots of ways to
  reduce the number of invoice disputes that your
  business may face on an ongoing basis. Using a
  tool helps you schedule your invoices and send
  them on time. You can
• Attach reports of the work done along with
  invoices
• Send estimates in a timely manner and get
  approvals
• Receive purchase orders from your client
• Add your terms and conditions and late fee to
  Invoices
• Create professional invoices with your company
  branding
• Add all the necessary details to the invoice

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