Our invoice process is as follows:
Projects under £500
- Full invoice on completion on 28 day terms
Projects under £5000.00
- 25% deposit before the project starts on 0 day terms.
- 75% remaining balance on completion on 28 day terms
Projects over £5000.00
- 25% deposit before the project starts on 0 day terms.
- 25% when we send the handover on 0 day terms.
- 25% on code handover on 0 day terms.
- 25% on code handover on 28 day terms
If a client has not paid within the 28 day term period the Accounts team then begin to chase the client both via email and telephone. We use 3 email templates to inform the client they are overdue:
Up to 14 days overdue
Hi ###
This is a reminder that the following invoice is now 7 days overdue:
Invoice Date: ##/##/####
Invoice No: #####
Invoice Amount (in VAT): £###.00
We understand that oversights happen but would appreciate prompt payment of this amount. Could you please let me know when we can expect payment? If a payment has already been made please disregard this email.
Thanks in advance for your cooperation.
14 – 28 days overdue
Hi ###
This is a reminder that the following invoice is now 14 days overdue:
Invoice Date: ##/##/####
Invoice No: #####
Invoice Amount (in VAT): £###.00
We understand that oversights happen but would appreciate prompt payment of this amount. Could you please let me know when we can expect payment? If a payment has already been made please disregard this email.
Thanks in advance for your cooperation.
28+ days overdue
Hi ###
The following invoice is now more than 28 days overdue:
Invoice Date: ##/##/####
Invoice No: #####
Invoice Amount (in VAT): £###.00
We have tried to contact you numerous times in regards to this but have yet to receive a payment date. We understand that oversights happen but would appreciate prompt payment of this amount or we will need to pass this over to our debt management partners which will incur additional charges.
Please can you let me know when we can expect payment?
If a payment has already been made please disregard this email.
Thanks in advance for your cooperation.
Whist sending the above emails we also call the client at their office and on their mobile (if available).
Please note we want to work with our clients again, so whilst chasing we keep a pleasant and respectful tone. In most cases we keep the chasing of monies separate to Sales and Account Management as this ensures these teams do not damage their relationship with the client.
If no response is received the case is referred to the Director at the earliest opportunity to continue chasing.