Dealing with invoice disputes could be one of the most frustrating aspects of accounts receivable. Between listening to customer excuses and finding out your invoice wasn’t paid on time because it was stuck in a spam folder, sometimes the invoice disputes feel never ending. Even more frustrating, when invoice disputes occur, you are less likely to recover all of the money you are owed So, what if you could be one step ahead of the invoice disputes? Instead of dragging them out forever, cut them off quickly. Follow these four steps to stay ahead of invoice disputes.
- Invoice Early
The earlier you invoice, the earlier a customer will identify if there is an issue with the invoice. The faster you can deal with invoice dispute the fast you will get paid.
- Confirm Receipt
There are many reasons why a customer may not have received the invoice. It could have gone to the wrong contact, is stuck in their spam folder or the address it was sent to was wrong. By calling them to confirm it was received, the customer also has a chance to bring up any issues with the invoice while you are on the phone.
- Dispute Alerts
Using your automated accounts receivable software, you should set up alerts for invoice disputes. Whenever a customer disputes an alert, you will receive an email. Getting these notifications as early as possible helps to resolve them as early as possible.
- Live Chat
By using a live chat feature, customers can send a live message to your support team as soon as they receive this invoice. If they have an invoice dispute, they can immediately bring it up and your team can immediately address it. This is the best and quickest way to get to the bottom of an invoice dispute to get you paid faster.
The key to dealing with invoice disputes is dealing with them early. The longer you wait, the more money you will lose. As frustrating as they can be, tackle them head on. Remember to also stay calm when talking to the customers, no matter what crazy excuse they may give you.