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Accounts payable is normally a straightforward discussion, in that your firm controls both the acquisition of the goods and services on behalf of the client, and the time of payment If a large purchase by you on behalf of the client is dictated by the terms of an engagement, it s best to agree with the client up front on the payment terms based on estimated costs so that your firm does not become the inadvertent banker for the client, carrying the cost of the money until such time as the purchase has been paid
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For example, a contract calling for the acquisition of a large amount of computer hardware in the course of an engagement should also stipulate payments by the client in amounts allowing you to settle with the hardware vendor on fair and timely terms You don t want to make your suppliers wait for their payment while you wait for the client to pay you In the extreme, this could cause a small- to medium-sized consulting firm to have unacceptable financial risk in the event of a default by the client, as you d be out not merely the money, but also the hardware that it bought By the time litigation is settled, the hardware, if it still exists, will be worth a fraction of what you ve paid, and both the consulting firm and the client could go into bankruptcy The hardware vendor is at risk, too A good accounts payable strategy is best addressed at contract negotiation time, not when the big bills begin to come in If you ve worked with your client s financial people, and showed them a proper cash flow analysis of how charges will be billed over time, the client can arrange fair interim payments More importantly, the client will not be surprised The client s financial people can ensure that sufficient cash is on hand to meet the obligations on which you ve agreed Alternatively, you may wish to arrange for billing of pass-through charges directly to the client, which more or less takes the risk off your books However, the need for the client to see a proper cash flow analysis is just as strong, even in a pass-through arrangement A client whose financial and accounting staff are never surprised by unexpected demands for payment is one that normally returns to you over and over
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Nobody ever got into consulting in order to collect past-due bills, but it is a fact of life Just as you want no surprises when the time comes to pass through the charges you incur, you also want no surprises when the time comes to collect what you ve billed If you ve worked with your clients diligently, negotiated a fair contract, and put all the essentials in writing, you ll normally get paid within the requisite 30-day period This is made so much easier by staying on top of your bills and getting interim billings done accurately and promptly In a large firm, you ll usually see a list of aging accounts each month The easiest time to collect is right away Within a few days of an invoice going past 30 days, pay a courtesy call in person or by phone on
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your client, or on the client s financial people, and ask about the status of your last bill See if the client needs more time to pay, or if the invoice is being processed Record the discussion Your notes might be critical if the matter goes to extremes and ends up in court Include payment terms on every invoice you send out Some general terms include the following: Please pay upon receipt This is probably the best choice, as it sets the expectation that the invoice should be paid immediately It still generally takes 15 or so days to receive payment Net 15 This is another common choice, as it offers a polite grace period for the client Payment is expected after 15 days from the date the invoice is received Net 30 A period of 30 days is perhaps too generous, but still used by some organizations that probably do not suffer from a restricted cash flow problem Please pay by date This approach removes the ambiguity of the mail service from the transaction by providing a fixed date for the check to be received This is a good method for setting a clear expectation with the client Early in my consulting career, our firm was approached by a client who wanted us to do work for them They had been through most of the consulting firms in our city The other firms this client had retained and dismissed had done good work Between meeting days with this client, I called some of the firms this client had been through, and spoke with the consultant who had handled them In every case, the issue from the perspective of the consulting firm was that this client had been slow paying bills, and in the end had stuck the firm with expenses incurred in serving the client when the relationship ended We discussed whether to accept the account at all, and settled on a take-it-or-leave-it policy with this client wherein they paid their retainer fee at the beginning, rather than the end of the month, and paid up front the estimated costs of materials and supplies acquired on their behalf The monthly billings also reconciled any differences between estimated and actual costs in the previous period This removed much of our risk Looking after the account, I kept detailed records detailed even for a detail person like me After about two years, the relationship
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