I'm a VA.

Anonymous

August 9,2022 at 3:45PM UTC

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I'm a VA. My client asked for invoices every 2 weeks. They are always paid late - basically they pay the old invoice when the new one is given. This summer though, they are >2 invoices behind. When do you say "no pay, no work"?

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AnonymousAugust 9,2022 at 4:08PM UTC
Yes, I'm about to drop a client again for this too. I had one last year that went 5 months behind. I currently have unpaid invoices for May and June (I bill monthly). I feel bad for the team because its not their fault the Accounts Payable group can't pay me on time.
Sarah PageAugust 9,2022 at 6:57PM UTC
I have it in my contracts to receive payment in 10 days or future work is stopped. How do you have it written in your contract?
Vickie Fig.August 10,2022 at 12:16PM UTC
When do you expect payment? Upon receipt? 30 days net? Some business depts run behind due to staff shortages and extra oversight to ensure things are in order. If client is very late pay, definitely stop work. Learn how long it takes to process a check, then plan accordingly.
Vicki LandersAugust 10,2022 at 12:36PM UTC
What are the terms on the invoice? If there are not terms - add them to the next one. If there are terms - then follow them and don't do work until the payment has been received for the late payments.
AnonymousAugust 10,2022 at 12:42PM UTC
Maybe it isn't that relevant to the conversation but what does "VA" mean?
Remember not all readers have the same understanding of abbreviations and/or acronyms in the workplace or life.
AnonymousAugust 10,2022 at 12:46PM UTC
It's a Virtual Assistant. Remember that everyone has the ability to use Google as well. And, I find, if I don't know a business abbreviation,, I'm usually not the audience.
AnonymousAugust 10,2022 at 12:56PM UTC
Seemed like a valid question.
:) I'm guessing a Google search for VA without any context would yield a lot of unhelpful info. And not knowing what the job is doesn't impact her ability to weigh in on the invoice question. :)
AnonymousAugust 10,2022 at 1:24PM UTC
I googled what is a va job, what is a va position. The top result was Veterans Affairs.
Maybe don't be so sarcastic when you're hiding behind anonymous. That's such a bad attitude especially when you're seeking advice.
A little something for you to remember - sometimes people genuinely don't know.
AnonymousAugust 10,2022 at 2:21PM UTC
Before you unkindly and unnecessarily snark, I had the same question. I research for a living and when I googled it in various ways I still got Veterans Affairs or Veterans Administration. Could be a generational thing, too. Kindness costs nothing.
Afo Ogbeyalu KaluAugust 10,2022 at 4:08PM UTC
Agreed. My first thought was that she was affiliated with Veterans' Affairs . . .
AnonymousAugust 10,2022 at 11:55PM UTC
Ignorance costs nothing, too. The very first thing that came up when I Googled, "What is a VA?" Is Virtual Assistant. It isn't generational. It's entrepreneurial. Which is why anyone who holds down a regular job isn't the audience here. Those who work for themselves in a virtual setting know what this is. It is a common role. I found the response telling the OP to remember that not everyone knows abbreviations to be patronizing. Not every post is for every person here. She was speaking to her audience.
AnonymousAugust 11,2022 at 7:05PM UTC
I guess everyone who responded thinking it was related to veterans affairs or administration is crazy. The wiki link that shows up first now certainly wasn't the first thing that popped up when I googled it yesterday AM.
How exactly were you expecting for the person who didn't know what you meant to ask what it means? Beg and grovel like "Oh gosh, this post wasn't targeting me since I don't know what a VA is, oh please oh please can you educate me on what a VA is"? Get off your high horse - I thought this community welcomed everyone regardless of which "audience" the post was mean to be directed at.
I digress, because the upvotes speak for themselves.
AnonymousAugust 10,2022 at 7:20PM UTC
I was only asking as a Google search returns a lot of options. I am not inept at internet searches; and I do realize it really wasn't that relevant to the conversation but it did provide context. Part of growing oneself is to learn something everyday and help others in their learning process. I am the audience on Fairygodboss, I may not be able to provide a contribution to each discussion, but I can and do learn from a lot of the conversations. Do not discount someone because they don't know an abbreviation or acronym.
AnonymousAugust 10,2022 at 12:47PM UTC
No pay, no work. Address it with them directly first
AnonymousAugust 10,2022 at 1:36PM UTC
Agree First a conversation to establish respect. Discuss terms if the are not specific. Then make them specific going forward. Is this an organization that has a department, often that creats lag, but don't get the feeling that is the case. Respectfully say NO, your time and work have value.
Shanna WilliamsAugust 10,2022 at 2:01PM UTC
What did you put in you agreement?
This is the document that will help drive the conversation.
Did you fill out any vendor forms for them before you started? Usually there is a spot to put your terms.
AnonymousAugust 12,2022 at 11:31PM UTC
the terms were hourly rate & net x. Nothing about late pay.
EMILY KIKUE FRANKAugust 10,2022 at 2:37PM UTC
As others have said, review your contract. It should cover this sort of eventuality. If it doesn't, have a conversation with the client and put your foot down. Then make sure you update your contract so it does cover this.
AnonymousAugust 10,2022 at 3:54PM UTC
What does your contract say? A lot of them are pay in 30 days. Sometimes you can offer a small discount if paid within 5 days. I'd say if this is a good client, a gentle reminder would be in order. If it is a new client or someone who constantly pays late, a stronger reminder. If you are providing a tangible product, then you can add that product will not be produced until they are current.
Re-do their contract with a statement that invoices are due and payable within 5 days or there is a 25% interest charge and no work product will be released.
Remember that you have bills to pay and food to put on the table as much as the next person. "Being nice" doesn't cut it when it comes to salary, which is what your invoices are.
PattyAugust 10,2022 at 8:32PM UTC
"VA" to me means Veterans Administration, as I'm sure it does to many others. I couldn't figure out why the VA would be late in paying you.
AnonymousAugust 12,2022 at 11:29PM UTC
VA in this context is "virtual assistant".
Audrey KirschAugust 11,2022 at 2:03AM UTC
When the slow payment is impacting your life. Explain to the client why you need to be paid on time and make it clear if they miss another payment you will no longer be able to help them. Give it a try but be prepared to cut your losses if the client doesn’t follow through.
AnonymousAugust 12,2022 at 11:28PM UTC
Thanks - that's where we are at. I know I'm not the only 1099 with them in this situation.
AnonymousAugust 11,2022 at 2:35AM UTC
I had this problem for a number of years. My clients are attorneys, and it doesn’t matter the size of the law firm, they were often paid late, or, when my company was smaller and I did all of the billing, it was hard to keep up with the volume. At one point one of the law firms had $100k in overdue invoices — and they didn’t have problems paying…they just didn’t want to pay.
In 2021, I switched to requiring 100% prepayment before we would conduct work, and we would refund within 7 days if their work was cancelled within a timely fashion and if it didn’t require any work on our part (other than client relations). It took a couple of months for our clients to get used to this, but they have 100% compliance, but then it became obvious how much work we were doing without receiving any fees and we were so busy, that we had to start preparing a week prior to the work beginning.
We now have a standard written policy regarding cancellation fees so that our clients will know exactly how much they will owe if we begin work and for each day that we get closer to the full service date. AND, we’ve made $85k in cancellation fees which is offsetting some employees’ salary for the prep work they’re doing.
I’m very glad we switched to 100% prepayment. It’s working out well.
Elizabeth White-PetersAugust 12,2022 at 11:27PM UTC
Wow - that's amazing! I would love to read the agreement to get a rolling retainer.
AnonymousAugust 11,2022 at 3:50PM UTC
Do you have an agreement in place? Do you specify what happens with late invoices?
I would suggest a conversation with the client but also please don't be afraid to let this client go if they're unable to work out mutually beneficial terms with you.
No pay, no work.
Late pay, 15% interest.
AnonymousAugust 12,2022 at 11:25PM UTC
The agreement didn't have late pay penalty mentioned. The reminder letter indicated a late fee would be charged. I think I will add a 15% charge after 30-days! TY
Joan Williams, Senior Talent Acquisition SpecialistAugust 11,2022 at 8:12PM UTC
What's a VA?
Heather CutlerAugust 12,2022 at 1:58AM UTC
Virtual Assistant, maybe?? I was wondering the same!
Joan Williams, Senior Talent Acquisition SpecialistAugust 12,2022 at 6:04AM UTC
Could be. I thought maybe Veterinary Assistant but that doesn't seem like something you'd be sending invoices for.
Liz MilneAugust 14,2022 at 11:14PM UTC
There's two answers here, one more useful than the other.
The first one: set your terms in writing before you ever work for anyone. Invoices must be paid: on demand/ one week/ two weeks/ a month after they're issued - whichever you mutually agree to. That's less useful because it doesn't help you now - but might be handy for the future.
I have one reluctant payer, but my work for him is infrequent so I'm always paid before the next lot arrives. But with him, it's 'on delivery' on paper, even though I will allow him up to a week before I chase for payment (and to be fair he usually pays up within a day or two when I do have to chase him)
The better advice is to get hold of them and 1) ask if there's a problem, enclosing BOTH overdue invoices - it might be a genuine oversight, and 2) (only if they acknowledge the debt, but still try to delay payment) say that if pay isn't forthcoming, you're going to have to take on temporary work for your other clients in order to pay bills and will therefore be unavailable for their work unless and until they settle in full with you.
Always aim for a very matter-of-fact, unemotional delivery: don't explain, accuse or apologise - just state the fact, 'Your payment is late, and this needs to be corrected.'
Ann Marie PrendergastAugust 30,2022 at 5:37AM UTC
Let the client know their internal department is failing to pay the bill and have them solve the internal problem. Either the company is going broke, someone is on vacation or they have a person who didn't do their job. It is their problem. Ask to be notified as to when the invoice will be paid, so you can continue. Company policy is company policy; neither of you need to be embarrassed about something that isn't your jobs.