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'[OT] Standard billing procedure for consulting?'
2004\08\30@103019 by Lawrence Lile

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Nolo.com is your friend.

They have several very cheap texts on billing and contracting for consultants.

Generally, however, you just send them a statement on your letterhead  (faked on your computer of course, not printed) saying what you have done, how much it cost and when you expect to get paid for it.  

Put the words "INVOICE" at the top and "AMOUNT DUE" near the bottom to make it plain you expect a check.  Some companies won't pay unless they see that magic word INVOICE.

-- Lawrence Lile, P.E.
Electrical and Electronic Solutions
Project Solutions Companies
http://www.projsolco.com
> {Original Message removed}

2004\08\30@110117 by Bob Ammerman

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> Put the words "INVOICE" at the top and "AMOUNT DUE" near the bottom to
make it plain you expect a check.  Some companies won't pay unless they see
that magic word INVOICE.


I even had one customer that wouldn't pay until the accounting department
received both an INVOICE and a report from their receiving department that a
product has been received. This my work didn't involve any physical product
I had quite a problem getting paid, until I thought of putting a copy of the
code I had developed for the customer on a tape (would you believe 9 track
tape at 1600 BPI???) and shipping it in. The funny part is, the customer
didn't even have a 9 track drive.

Bob Ammerman
RAm Systems

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2004\08\30@111054 by Spehro Pefhany

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At 09:25 AM 8/30/2004 -0500, you wrote:
>Nolo.com is your friend.
>
>They have several very cheap texts on billing and contracting for
>consultants.
>
>Generally, however, you just send them a statement on your
>letterhead  (faked on your computer of course, not printed) saying what
>you have done, how much it cost and when you expect to get paid for it.
>
>Put the words "INVOICE" at the top and "AMOUNT DUE" near the bottom to
>make it plain you expect a check.  Some companies won't pay unless they
>see that magic word INVOICE.

Some won't pay until they get a reminder or a "Final Notice"! I had a
customer like that. They NEVER paid an invoice without being bugged.


Best regards,

Spehro Pefhany --"it's the network..."            "The Journey is the reward"
spam_OUTspeffTakeThisOuTspaminterlog.com             Info for manufacturers: http://www.trexon.com
Embedded software/hardware/analog  Info for designers:  http://www.speff.com




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2004\08\30@131503 by Eisermann, Phil [Ridg/CO]

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.....piclist-bouncesKILLspamspam@spam@mit.edu wrote:
> I even had one customer that wouldn't pay until the accounting
> department received both an INVOICE and a report from their receiving
> department that a product has been received.

That's standard procedure for the company I work for, and I expect
all larger companies have something similar. It's automated to a
large degree - we write a purchase order. when it comes in, the
P.O. is  "received" with a bar-code scanner. When the invoice comes,
it's a  simple matter of accounting checking the DB to see if the
P.O. has been received or not.

You wouldn't pay for something you didn't get, and when there are
separate reeiving and accounting departments, they need a way to
co-ordinate.


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<P><FONT SIZE=2>piclist-bouncesspamKILLspammit.edu wrote:</FONT>
<BR><FONT SIZE=2>&gt; I even had one customer that wouldn't pay until the accounting</FONT>
<BR><FONT SIZE=2>&gt; department received both an INVOICE and a report from their receiving</FONT>
<BR><FONT SIZE=2>&gt; department that a product has been received.</FONT>
</P>

<P><FONT SIZE=2>That's standard procedure for the company I work for, and I expect </FONT>
<BR><FONT SIZE=2>all larger companies have something similar. It's automated to a </FONT>
<BR><FONT SIZE=2>large degree - we write a purchase order. when it comes in, the </FONT>
<BR><FONT SIZE=2>P.O. is&nbsp; &quot;received&quot; with a bar-code scanner. When the invoice comes, </FONT>
<BR><FONT SIZE=2>it's a&nbsp; simple matter of accounting checking the DB to see if the </FONT>
<BR><FONT SIZE=2>P.O. has been received or not.</FONT>
</P>

<P><FONT SIZE=2>You wouldn't pay for something you didn't get, and when there are </FONT>
<BR><FONT SIZE=2>separate reeiving and accounting departments, they need a way to</FONT>
<BR><FONT SIZE=2>co-ordinate.</FONT>
</P>

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2004\08\31@095903 by Gerhard Fiedler

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> You wouldn't pay for something you didn't get, and when there are
> separate reeiving and accounting departments, they need a way to
> co-ordinate.

IMO they should come up with a way to coordinate payment for services
without having received anything "physical"... Or how do they pay a
landscaping contractor? Does he need to send in a package full of cut grass
to get his invoice paid? (I won't start talking about toilet maintenance
services... :)

Gerhard
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2004\08\31@115932 by Eisermann, Phil [Ridg/CO]

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piclist-bounces@mit.edu wrote:
>> You wouldn't pay for something you didn't get, and when there are
>> separate reeiving and accounting departments, they need a way to
>> co-ordinate.
>
> IMO they should come up with a way to coordinate payment for services
> without having received anything "physical"... Or how do they pay a
> landscaping contractor? Does he need to send in a package full of cut
> grass to get his invoice paid? (I won't start talking about toilet
> maintenance services... :)

hehe. That would be us, the plumbing company. Did you pick that example
on purpose :) ?

anyway, yes, there are procedures for that, of course. The problem is
accounting & tax reasons. Which fund is used to pay the work? Why is
that important? reporting profitability, of course. At least on paper.
Shareholders have a very keen interest in how profitable you are.

And its important because you need to track your expenses. A slew of
rules and regulations in the tax code (which I concede I have no hope
of understanding) say what can and cannot be a tax credit. Particularly
rules governing R&D. That makes the whole thing a lot more complicated
than just sending out a check.

Going back to the original case, if I had contracted work and used a
purchase order, then I would notify our receiving department that the
order has been 'received'. They make an entry into the DB, and
accounting will issue a check. Simple, really.

In the original post, I have a strong suspicion that the company was
avoiding paying the bill as long as possible on purpose.
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'[OT] Standard billing procedure for consulting?'
2004\09\01@073642 by Gerhard Fiedler
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> hehe. That would be us, the plumbing company. Did you pick that example
> on purpose :) ?

It kind of came to mind... :)

> I would notify our receiving department that the
> order has been 'received'. They make an entry into the DB, and
> accounting will issue a check. Simple, really.

That's what I thought... the claimed need to receive something physical
"for accounting purposes" is just too -- well, funny, if you're not the one
waiting for a payment :-\

Gerhard
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