When a staffing client will not pay an invoice

Direct Answer to the Problem

When a staffing client refuses to pay, first check for changes in their engagement. Did they stop opening invoices? If so, escalate the issue to a senior contact at the client’s company. Address it early, before sending out new contractors. If direct communication doesn't resolve it, consider offering a payment plan. This can help you avoid outright losses and maintain a working relationship.

What Most Owners Try First, and Why It Stops Working

Most owners start by sending multiple email reminders. They hope the client just forgot and will pay soon. But after a while, those emails end up ignored, especially if they all look the same. Owners often turn to calling the client, but even that can result in being put on hold or getting vague promises. Over time, the client becomes less responsive, and the invoices remain unpaid.

What to Do Instead

1. Monitor Engagement: Keep an eye on whether clients open their invoices. If a client who usually opens them stops doing so, it’s a red flag.

1. Escalate Early: Don’t wait. Reach out to someone higher up in the client's organization. Explain the situation clearly and professionally.

1. Offer a Payment Plan: If the client is struggling financially, propose a payment plan. This shows you're willing to work with them and might encourage them to pay something rather than nothing.

How This Gets Easier with Scheduled Follow-Up

Running follow-ups on a schedule takes the guesswork out of chasing payments. With ARPilot, you approve each message before it's sent, giving you the control you need. The platform tracks engagement, so you're alerted to changes. It escalates issues based on your settings, ensuring you reach the right people at the right time. This approach saves you time and stress, letting you focus on running your business rather than chasing payments.

FAQ

What should I do if a client stops opening invoices?

First, reach out to a senior contact at the client’s company. Address the change in behavior and express your concerns. Early communication can prevent more significant issues later.

How can I offer a payment plan effectively?

Be clear and concise. Outline the terms, including amounts and deadlines. Make sure both parties agree to the plan in writing. This can protect you legally and financially.

How can I detect early warning signs of non-payment?

Monitor invoice engagement. If a client who typically opens every invoice suddenly stops, it's a sign something might be wrong. Address it immediately with a follow-up.

What if my client ignores both emails and calls?

Escalate the matter by reaching out to a higher-up within the client’s organization. If that fails, consider legal options or collections, but these should be last resorts.

How can ARPilot help with late payments?

ARPilot automates the follow-up process. You approve each message before it sends, keeping you in control. It also alerts you to changes in client behavior, helping you act before problems escalate.