Getting Paid - What to do ahead of time - 11/11/07 10:59 AM
Gentlemen and Ladies
To be in compliance with board policies I felt it better to leave my comment here, than in the
“Hall of Shameâ€Â, due to its content.
In this issues of not getting paid, I wonder how many of you use a pre-qualification method of
customers before you dispatch anyone to a install or service call. I may be wrong but it seems from my reading that many of you had good contact information but lacked information as to true owners, bank information, credit history (ability to pay) ,and a application for credit with
the company on file signed by a responsible party.
If any of your have a better method or any suggestion on how to improve on these idea, or your think some of them are to harsh, your input is welcome. This just seems like a subject that is not talked about much in the industry. We need the work to stay alive, and sometime we compromise, and we pay dearly later.
Here are some of things I may ask for on the phone when taking a request, and they are not in order.
1. Have you been a customer of xyz before, may I have main your telephone number. Of course you know they are not a customer, but your leading up to this. It appears that your a new customer of xyz, and to start the process my I have your e-mail address or fax number to send you our new customer application form. This is necessary before we dispatch anyone for service to your facility. Make sure your terms and conditions for payment are easy to read with no double talk. But make sure you state that once judgement has been set that resolution of assest will be set forth. Basically saying that you will move towards an auction of assest to resolve your debt. You might talk to your attorney about adding a line in there about making your immune to any bankrupty claims made by the customer, making sure you get paid. What your trying to do is say, your not going to wiggle out of this one bubba.
2. Full name of the person making the request, and their extension number and in some cases cellphone. And I then read them a statement. Since you are the reporting party of this problem with your phone system (or what ever it is), you claiming you have been authorized by your employer to initiate this services request. You must understand if it is found that this was not authorized you will be responsible for all charges related to this bill, is that understood. May I have the name of the person who authorized you to make this call. Thank you. (This eliminate the do goodies that want to take matters into their own hands, and have no idea that the system is under warranty or is under service contract with an existing vendor).
3. Your web site can be your best friend, because you can have all your forms, agreements, contracts, statements, non-disclosure agreements, policies, etc. online. This is a public posting, and in your agreements, etc, you can point customers and potential customers to this pages on your site. It make is very easy to update information and keep it fresh. For information of a confidenial, you can add password access to the forms you need for special customer types. Make sure you put a copyright notice on each page and form. Make all forms in PDF format (harder to steal). Use iframe tags to protect text you do not want printable. Have the text imported from “includes†in php. They will spend way to much time trying to figure it out. They will finally throw up their hands and just move on. Now I am not a wonder coder, but good programmer can do wonders for a site and protecting Intel properly.
4. Have the work ordered signed by the customer. Have them print their name below the signature. Make sure you have a statement included in your work order that says something like this:
I affirm that all work requested above has been completed to my complete satisfaction, and I have personally tested or observed that the equipment is working correctly in relation to the service(s) requested.
5. If the customer does not past the accounting muster, they must pay by credit or debt card, and the number must remain on file. Company checks are getting more and more less accepted by companies as a method of payment, due to their insecurity.
6. And in closing – And I could go on for paragraphs on this subject – Ask yourself, if IBM was asked to service a piece of customer equipment, have many hoops would they have them jump through? What are your thoughts on all of this. I don't claim to be an expert, but I have been around the block on my scooter a couple of time.
To be in compliance with board policies I felt it better to leave my comment here, than in the
“Hall of Shameâ€Â, due to its content.
In this issues of not getting paid, I wonder how many of you use a pre-qualification method of
customers before you dispatch anyone to a install or service call. I may be wrong but it seems from my reading that many of you had good contact information but lacked information as to true owners, bank information, credit history (ability to pay) ,and a application for credit with
the company on file signed by a responsible party.
If any of your have a better method or any suggestion on how to improve on these idea, or your think some of them are to harsh, your input is welcome. This just seems like a subject that is not talked about much in the industry. We need the work to stay alive, and sometime we compromise, and we pay dearly later.
Here are some of things I may ask for on the phone when taking a request, and they are not in order.
1. Have you been a customer of xyz before, may I have main your telephone number. Of course you know they are not a customer, but your leading up to this. It appears that your a new customer of xyz, and to start the process my I have your e-mail address or fax number to send you our new customer application form. This is necessary before we dispatch anyone for service to your facility. Make sure your terms and conditions for payment are easy to read with no double talk. But make sure you state that once judgement has been set that resolution of assest will be set forth. Basically saying that you will move towards an auction of assest to resolve your debt. You might talk to your attorney about adding a line in there about making your immune to any bankrupty claims made by the customer, making sure you get paid. What your trying to do is say, your not going to wiggle out of this one bubba.
2. Full name of the person making the request, and their extension number and in some cases cellphone. And I then read them a statement. Since you are the reporting party of this problem with your phone system (or what ever it is), you claiming you have been authorized by your employer to initiate this services request. You must understand if it is found that this was not authorized you will be responsible for all charges related to this bill, is that understood. May I have the name of the person who authorized you to make this call. Thank you. (This eliminate the do goodies that want to take matters into their own hands, and have no idea that the system is under warranty or is under service contract with an existing vendor).
3. Your web site can be your best friend, because you can have all your forms, agreements, contracts, statements, non-disclosure agreements, policies, etc. online. This is a public posting, and in your agreements, etc, you can point customers and potential customers to this pages on your site. It make is very easy to update information and keep it fresh. For information of a confidenial, you can add password access to the forms you need for special customer types. Make sure you put a copyright notice on each page and form. Make all forms in PDF format (harder to steal). Use iframe tags to protect text you do not want printable. Have the text imported from “includes†in php. They will spend way to much time trying to figure it out. They will finally throw up their hands and just move on. Now I am not a wonder coder, but good programmer can do wonders for a site and protecting Intel properly.
4. Have the work ordered signed by the customer. Have them print their name below the signature. Make sure you have a statement included in your work order that says something like this:
I affirm that all work requested above has been completed to my complete satisfaction, and I have personally tested or observed that the equipment is working correctly in relation to the service(s) requested.
5. If the customer does not past the accounting muster, they must pay by credit or debt card, and the number must remain on file. Company checks are getting more and more less accepted by companies as a method of payment, due to their insecurity.
6. And in closing – And I could go on for paragraphs on this subject – Ask yourself, if IBM was asked to service a piece of customer equipment, have many hoops would they have them jump through? What are your thoughts on all of this. I don't claim to be an expert, but I have been around the block on my scooter a couple of time.