How Do I Handle a Missed Invoice Deadline Due to Lack of Information?

Hi All,

Please help me with this situation...

I have placed 2 candidates in an MNC in the month of Jan '09, and after 45 days, I was supposed to get the details of the invoice from the HR, but she postponed the whole matter. In the month of March, she gave me the details. Now, from my side, I delayed the process of raising the invoice. I raised it in the month of April '09.

Yesterday, I met with the HR, and they are saying the accounts have been closed for the financial year, and I didn't raise the invoice in that year, so it would be difficult to clear the amount.

P.S.: I wasn't informed about the same, and also, I wasn't aware that I had to raise the invoice before the 31st of March as this was the first invoice that I was raising.

Please help me.... Waiting for a favorable reply...

Oh... a bad situation.

They are just trying to get away with the payment. You can suggest this - Since anyways new accounts have been opened, and they are liable for payment - they can start the year with the first payment for you! They are just trying to get away. I would suggest you talk to HR once again, and if they are still not interested in considering your matter, please take it forward to the Senior Management, if possible, the Managing Director. Tell them - just like how his/her business is important to them, your recruitment business is also important to you. And you did not expect the company to do away with such a silly excuse. Keep all documents/proof ready that can confirm that you have only placed the candidates.

Before anything - check what they mean by "difficult" in clearing the amount. Is it non-payment? or delayed payment. If it's a delay, give them 15 days' time.

That's right, I agree with what Asha says. The fact that a financial year ends doesn't mean their company is not going to spend money in the new financial year. It's a case of delay, and the payment should be accounted for in the new financial year. If the HR is adamant about it, go to senior management. I hope they are going to help you. If not, you have every right to take legal action for non-payment. I wish it won't go that far.

Hi,

Have you signed the MSA (Master Service Agreement)?

I can understand what you are going through now. Just relax, convey your difficulties and the effort you have put into the materialization to HR. Send an email to them, with a CC to the top-level executive in the company, regarding the payment issue you are facing.

If not, try to address their ego by calling the board number and explaining your problem; they will surely process it.

Dear,

No problem, if you have raised a bill in April, then it is a new financial year, and it will be booked in this year. Talk to their seniors.

Thanks,
J. S. Malik

Dear IT HR,

Do not panic and follow what Mr. Mallik has suggested to you. You will definitely receive your payments.

I would like to give one valuable suggestion to you that you should develop the agreement and take the signature on it from the party before providing the recruitment service. If the company signs the agreement, it will be bound to pay your payment without delay. And in the end, my best wishes are with you.

Best of Luck.

Rizwan
Lahore

Hi Friend,

Before starting the hiring process, you must have a contract signed. I am sure there will be a clause stating that non-payment of recruitment fees within a stipulated period of time would result in interest being charged against the company. If the matter is not settled, it will be referred to the court. When such an agreement is signed by both parties, you can file a case against the company, and that is binding to ensure payment of the recruitment fees.

When filing the case, you should have supporting proof that the two candidates were recommended through your agency and are currently under the company's payroll.

Saji

Dear Friend,

Please explain the situation to the HR person and request a solution. Any professional HR person will not let down the vendor since the association is long-term. There are definitely ways to sort out this issue. Don't make it an issue because HR has to coordinate with the Accounts department for organizing the payment.

Bhavan

Hi,

Don't panic. I am responsible for Vendor Payment in an MNC. I have processed invoices that are 2 years old, but the new invoice should have the new financial year date. Approach their senior regarding this.

Regards,
Joy

Hi, it is not a big situation; it is a very simple matter. Do one thing: raise two invoices with the same number and just change the dates. Give them to HR. If they cannot accept the invoice for the last year, you tell them that you are submitting the bill for the previous year in it. Also, mention that it is easy to update the accounts from the previous year, and there is no problem with making these changes. We have completed the financial year, and we have not filed tax returns yet. We have more than four months left, so it is possible to modify the accounts.

Hi,

It doesn't matter if the financial year closure has been done. The company has to pay you for the service they have taken; no one can deny that. Additionally, you can raise the following points:

1. Why has HR delayed in providing invoice details when the agreed term is 45 days?
2. Show them the signed agreement. If it doesn't mention that no payment will be made if the financial year ends, point that out.
3. They cannot close the account abruptly; they have to keep it in a suspense account.

As per my suggestion, it would be better if you can talk to them once again and explain the situation. If it's not possible, the final choice will have to be made to go along with them.

Dear All,

Thank you very much for your valuable suggestions. I really appreciate that. I am going to have a word with the HR this week and will update you all on further communication. Thanks once again.

Thank you.

Regards,
IT_HR.