You do not need a perfect case file to start an enquiry. But bringing together a few essentials helps a recovery partner understand what is owed, what has happened and what the options might be.

01. Check the invoice.

Start with the invoice number, the date it was issued and the payment due date. Check the original amount against the balance still outstanding, allowing for any part payments or credit notes.

Make sure the name of the business that owes the money matches the agreement and the invoice. If the trading name and legal entity are different, note both. Tell the partner if you are unsure who the agreement was with.

02. Find the agreed terms.

Bring together the contract, purchase order, accepted quotation or relevant email confirming the work. Include the payment terms agreed at the time and any later changes.

If there is no signed contract, don’t try to recreate one. Keep the records you do have and explain the situation accurately so the partner can assess it.

03. Keep evidence of delivery.

Useful records may include delivery confirmations, signed job sheets, timesheets, project approvals or correspondence acknowledging completion. Keep original files and copies of the relevant communications.

If the customer has raised an issue with the goods or services, include the details and your response. A clear account of a disagreement is more helpful than leaving it out.

04. Put the conversation in order.

Collect the reminders you have sent, any replies and any promises to pay. A simple timeline can help: invoice sent, reminder sent, response received, payment promised, payment received or missed.

Distinguish between confirmed facts and your assumptions. If a conversation happened by phone, keep a dated note of what you remember and who you spoke to.

05. Be clear about what matters.

Tell the partner whether you want to preserve an ongoing relationship, whether there is an existing payment arrangement, and whether someone else is already helping with the debt.

Ask what they need to assess the invoice and how to share documents securely. Our enquiry form asks for the invoice numbers, amounts and due dates, plus contact details for the business that owes the money. Uploading invoice copies is optional, and the form does not ask for bank details.

Ready enough is a good start.

You don’t need every document to make an enquiry. The invoice details and a contact for the business that owes the money are enough to start, and an independent partner can explain what else they need if an introduction is appropriate.

Take the first step

This guide provides general information, not legal advice. The appropriate approach depends on the circumstances. No Win No Fee Services makes introductions; independent partners assess and provide recovery services.

Next: when an invoice is overdue