An overdue commercial account becomes harder to manage when agreements, invoices, delivery records, calculations and communications sit in different places. A controlled internal workflow starts by stabilising the record before the business decides what commercial or specialist step may be appropriate.
Stabilise the record before escalating
Create one chronology and index the source material before deciding what to say or do next. Record the amount said to be owing, how it was calculated, delivery or acceptance evidence, the communication history, previous proposals and the current commercial relationship.
Mark gaps and conflicting records rather than resolving them by assumption. Preserve originals and distinguish confirmed facts, a party’s position and internal commentary.
Set a controlled internal workflow
A reviewable workflow records who may make a commercial proposal, approve an arrangement, monitor an agreed action or decide that specialist input is needed. It should also show the current status, next review date and source for each material figure or statement.
The workflow should not determine whether a debt is legally enforceable or prescribe contact, limitation, dispute or court steps. Those questions depend on the facts and may require legal advice.
Questions to test before the next step
- Is there one complete account chronology?
- Which figures, facts or calculations remain disputed or unverified?
- Who has authority to approve a commercial proposal or arrangement?
- Which original records support each material statement?
- Has an appropriately qualified adviser identified any legal, insolvency, tax or other regulated issue that must be addressed first?