Thursday, 5 October 2017

Debt collection for small businesses: Tips & Tricks

At some point, every operating business whether large or small has had to face, or will possibly have to face, a situation involving debt collection. In today’s fast-paced economy, some customers may be having more difficulty than normal paying their overdue debts. For small business owners, navigating these waters can be a little tricky. Recovering bad debt is not always a quick and painless process, and can cause crippling problems for some small businesses. Slow payments can lead to cash flow problems. Cash flow problems can cost you, the business owner, time and money.

If you’re a small business owner struggling with how to approach debt collection, Pro-Collect is here to help! In every industry there are positive and negative ways to handle outstanding debt. If you have a great debt collection procedure, you can ensure that by collecting debts owed to you, you are adding to the profitability of your small business. We want to make debt recovery as easy as possible for small business owners. In this blog article, we have compiled a few tips and tricks to help small business owners better collect on bad debt.

1. Check Your Invoicing Process

First, let’s start with invoices. Invoices are bills sent by goods suppliers or service providers to a purchaser. The invoice provides the details of the agreement between the buyer and seller. This indicates that payment is required for the trade of goods and/or services rendered. Often times this is created by accounts receivable. It is very important that your invoice establishes clear terms of trade. The invoice must have a due date as to when the payment is to be settled, so this is clearly communicated between both the buyer and the seller.

Pro-Collect recommends having a section on the invoice that explains what date the payment is due on or within so many days. It is also important to mention where and how the customer can make payment, provides your banking details if you want payment made by EFT, and whether or not you take cheque or credit card payments. With a properly written invoice, you can better your chances of being paid on time. In addition to a properly written invoice, Pro-Collect recommends prompt invoicing. Prompt invoicing improves cash flow and working capital for your business and lets your customer know when their payment is due.

As a small business owner, you may not have all this information on your current invoices. If you do not have a proper invoice or clear terms of trade our experts at Pro-Collect can help you draft better invoice terms and/or better terms of trade. Pro-Collect is much more than a collection agency, we want to help you get paid from the start!

2. Conduct Credit Checks

Another tip for small business owners is to conduct a credit check on all potential clients prior to engaging with them. In this day and age, it is absolutely necessary to conduct a credit checks. We recommend that all our clients look at who they are trading with and their credit history. This potential client could have a poor history in the trade of goods and services. You may not become aware of this without performing a credit check. After discovering that a potential client has a poor credit rating, you may want to consider whether or not you want to deal with them.

If you are aware of a client’s bad debt, before engaging in trade, you may be able to save yourself time and money!  You may be able to avoid chasing them for missed or late payments or even worse not getting payment at all. This is considered a preventative measure for businesses who want to minimise dealing with debt collection. If you haven’t done a credit check, or don’t know how to – it’s really simple! You can start by doing a reference check. Make sure to get references from potential clients – find out information on people they have traded with or done business with previously. You may want to ring some of their past suppliers. You can also do a data check or credit check online if you are a member of search databases. This should give you a good indication on what type of customer you are dealing with, and if they are someone who does good business. Generally speaking, if a potential client does not want to give you their references, or if they have specific references they don’t want you to speak with – those are the people you want to speak to! Make sure to do a complete background check before agreeing to trade with any potential client. Collecting a debt is more difficult and costly than doing a reference check. This is an excellent way to make sure you don’t end up chasing down late paying customers.

3. Reconsider Your Payment Terms

Pro-Collect has a few tips for you regarding setting your payment terms. For a small business owner, these tips will help your bottom line. Having your customers know and sticking to your payment terms will also help your customers avoid a phone call from us, the debt collectors! Another one of our expert tips is to use 30 day from invoice payment terms. These 30 day payment terms can be used when agreeing upon trade. With a 30 day payment clause written into your terms and conditions of trade, you can clearly outline a due date for your client. This due date indicates that if they don’t pay by the agreed upon date, your business can charge them interest etc. If they continue to leave the invoice unpaid, the interest will accumulate every month that they are late. Eventually they will owe you the original amount, as well as the amount of accumulated interest.

By clearly outlining this in your payment terms, you will have this as proper documentation. Payment terms were clearly outlined from the beginning for the customer. In the event that you will need to work with a collection agency or take further legal action, your invoice with 30 day payment terms will stand up. You can also state in the terms of trade that if they don’t pay and the payment has to go to a collection agency that they are then liable for all outstanding debt and collection fees. By having clearly outlined business payment terms in your terms of trade, you have a better chance of the bad debt, interest and all costs being recovered.

4. Call Your Customers Who Owe You Money

At Pro-Collect, we like to recommend that you give friendly payment reminders to any late paying customers. Once you have outlined proper trading terms, stated that there are 30 days for payment, you are well within your right to call the customer if you have not received payment within 30 days. While it can be awkward to get on the phone with a debtor, it is in the best interest of your bottom line to do so. In most cases, if you have not received payment within 30 days, you can call the customer at 31 days. If they continue to be late on their payments, continue phoning them. You can continue with these friendly reminders until the payment has been settled.

For example, say you call a customer if their non-payment is at 31 days, and they say they will pay you next week ask what day next week, be specific. If payment is not made that day call them again. At Pro-Collect, we recommend that you continue calling this customer as and when the payment falls overdue, until you have received the payment. In most cases these friendly reminders will be enough to make the customer pay. However, in some cases, this is still not enough to get that customer to pay up. If this is the case, working with a debt collection agency such as Pro-Collect is your best bet. We will send a collection letter, also known as a letter of demand to the customer. We send this immediately upon receiving your instructions. The collection letter will tell the customer that they have 7 days to pay. If this still does not get the late paying customer to pay, further legal action may be required. This will also be addressed in the letter. More often than not, this will be enough for that customer to settle the debt.

Small business debt is something that most business owners want to avoid. Debt recovery is not always easy for small business owners, and the cost of bad debt can leave your business feeling overwhelmed. In addition to this blog post, Pro-Collect offers some excellent services tailored to small business owners. Some of these include debt collection, help enhancing paperwork and documents, and the recovery of cost collection. We want to create long-lasting partnerships with our clients, especially those who own and operate small businesses. We have offices in Sydney, Newcastle, the Central Coast and Coffs Harbour. At Pro-Collect, we collect on debt all over Australia. We have a passion for helping small business owners, like yourself recover bad debt. If this blog post has left you feeling like it’s time to recover payment on that late invoice…. what are you waiting for? Contact Pro-Collect today!

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