Join Date: Oct 2012
Thanked 11 Times in 7 Posts
-Each work order has an invoice with an invoice number, which is sent to the client.
-Each invoice number is entered into a database.
-When a check comes with itemized invoices on it, we remove each invoice number from the database.
-Save all checks and stubs with paid invoices listed.
In this way, we can tell when invoices start getting old. In addition, we can compare what we invoiced with what they paid, and dispute any discrepancies. And there will be plenty.
Also, pick your battles. We have a particular client that we invoice 100k+ a month with. We expect to lose a portion of that to beurocracy. It's not worth throwing away a relationship with this client over a few thousand in ridiculous chargebacks each month. (Though we do keep a record, just in case things go sour.)