Unpaid Invoices: Build a Clear Transaction Record
Organise the order, performance, account balance and correspondence before discussing a payment dispute.
Administrative Matters
Understand the Outstanding Balance
Identify the Transaction
Record the buyer, seller and the relevant contract or orders. If several transactions are involved, give each one a separate reference.
Show What Was Supplied
Collect delivery notes, signed receipts, shipping records or confirmation of services performed. Link each record to the related invoice or order.
Keep Your Records Clear
Keep:The complete contract, order and changes
Keep:A dated account of delivery and payments
Avoid:Mixing unrelated orders into one unexplained balance
Avoid:Relying only on selected extracts of conversations
Avoid:Treating unconfirmed assumptions as established facts
Follow the Payment History
Payments Already Received
Prepare a list of amounts received, currencies, dates and references. Explain how each payment was applied and how you calculated the remaining balance.
Payment Promises
Keep the other party's payment proposals and any agreed schedules. Include later changes and messages explaining why a payment was delayed.
Objections and Disagreements
Record any dispute about quality, quantity, price, acceptance or deductions. Provide the other party's position along with your own response.
Prepare for Case Assessment
Your Commercial Objective
Explain whether the relationship is continuing and what outcome you seek. This helps frame the discussion about the proposed work and commercial priorities.
The Missing Information
Mark missing signed receipts, incomplete account statements or uncertain company details. The initial review can identify the information needed next.
Discuss the Proposed Work
The handling lawyer assesses the facts and documents before discussing a suitable approach. Fees, scope and next steps are confirmed before engagement; recovery is not guaranteed.
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