Last week I ran into some payment delays with a client. Now, as most freelancers know, payment problems are not terribly unusual, so it’s a good idea to build an extra cushion into your budget just in case.
I knew I would eventually get paid and that I was not going to starve over a few hundred bucks, but every time I have to wait an extra month (or three) to get paid, it irks me that the client is essentially getting an interest-free loan.
The email exchange went something like this: “yes, normally you would have gotten paid a month ago, but we’re having some issues with our system, so it will probably be at least another month before we can pay you.”
Me: “That’s not acceptable. What can we do to expedite this?”
Them: “Well, if you’ll just be patient, you’ll get paid in another month or so.”
Me: “Who should I contact about getting this resolved?”
After several polite but firm emails, they agreed to speed things along (hallelujah!). Here are several more excuses that clients give for paying late–or not at all. Usually when I get an email like these, my initial impulse is to fire back a snappy retort. But I’m working to curb that impulse, as you’ll see below.
- Your editor left, and we’ve decided not to use your article.
What I’d like to say: Would you also order a pricey meal, then decide not to eat it? Or hire a contractor, then decide you liked your kitchen better before renovations? Cuz that’s essentially what you’re doing here.
What I should say: Sounds like you’re going through some changes, and I’d love to know more about your new editorial vision. Since my editor approved this article before she left and my contract is with your publication, not the editor, I assume that you’ll be paying me in full per the contract. - We lost your invoice.
What I’d like to say: So, if I lose my cell phone bill, does that mean I don’t have to pay it? Or that I can pay it late without incurring a fee?
What I should say: I’m sending another copy. Could you confirm receipt and make sure this goes out with the next check run? Thanks! - Our accounts payable person is away on maternity leave/vacation/furlough.
What I’d like to say: Oh, so does that mean you’re not getting paid either?
What I should say: Is there someone filling in while she’s away? I know you’re busy planning the next issue, so I’d be happy to follow up directly so you can focus on that. - You didn’t follow protocol when submitting your invoice.
What I’d like to say: Maybe that’s ’cause your process is so darn complicated! Snail mailing invoices … what is this, 1989?!
What I should say: Gosh – I wish I’d known this sooner! I’ll resubmit my invoice, but could you make sure I did it correctly this time? Sorry for the confusion! - We’ve run into some cash flow issues, so we’re now paying net 60 days instead of net 15.
What I’d like to say: How nice for you that you can change the payment terms at will. Too bad I can’t do that with my bills! Oh, and since you’re able to change the payment terms, I’ve decided to change my deadline.
What I should say: Hmmm … my current agreement states that I will be paid net 15, so would it be possible for you to pay part of my invoice now?
NOTE: I’m not a lawyer (nor do I play one on TV), so depending on your individual situation, you may want to consult one regarding contracts or late payments.
Have you heard any of these excuses? How did you handle them?
Flickr photo courtesy of elycefeliz
Susan, your post really hit home because I've been battling with a notorious late-payer and finally informed them I'd be adding a late fee to all future invoices. I realized this might cause a parting of ways, but that's okay because I invest way too much overhead chasing them around for payment. This actually seemed to generate some attention – though I still don't have a check, I'm promised that it's coming. We'll see.
I once had a client skip a month. Thinking it was a simple oversight, I mentioned it. He basically said, "Sorry. I just don't have the money right now. I'll have to get it to you when I can." I wanted to say, "Gosh, I wonder if that will work with the power board?" What I actually said was, "Glad it's on your radar, please let me know when you think you'll have the funds." grrrrr….
This is a great post. Really, why can't editors pay on time? Makes no sense. I don't write freelance anymore. I make my living running an inn. I always have guests pay upon arrival. That way there are no surprises.
Oh, these are great. It's amazing some of the reasons people come up with for not paying. But then, all freelancers are independently wealthy and just doing it for the fun of it, right? Plus, we live in an alternate universe where there aren't any bills or mortgages, the kids never need any new clothes or school supplies, and the food is magically created a la that cool replicator on Star Trek.
@Debbie: Sorry to hear you're dealing with this, too! Hope you get it sorted out soon.
@Anonymous: Sounds like you handled it like a pro.
@Alexandra: I understand that when payment issues arise it's often not the editor's fault, as often accounts payable is a separate department. But when an editor acts completely nonplussed about it and just shrugs, it often gets my goat.
@Jane: Good points!
Thanks for the ideas on how to respond firmly. I'm having trouble with a client who keeps saying, "Sorry, I've been swamped. I'll try to process the invoice today," and then doesn't do it. So frustrating!
@Joanna: Yikes! That's a frustrating situation. I'd ask if there's anything you can do to make it easier on her. Maybe submit your invoice directly to accounts payable? Or if there's a format that would help her speed up her process? That way you can pose it as a "help me help you" situation but really, you're trying to get paid in a more timely fashion.
Is there any other industry where this happens? I'd love to know. Interestingly, I was just explaining to a friend how freelance writing is more often a business (admin, invoicing, follow up, marketing) than it is a creative process!
Thanks for your post…I will let my friend read your article, she got a problem with a client who always pay late and got plenty of alibi, sometimes even blaming her for not reminding her always.
LOL! I love every one of these. And I've heard most of them.
LOVE the one about the accounting person being out of the office! I hate that excuse most because it's obvious someone else is in charge lest they not get their other bills paid.
Sometimes I am my own worst enemy when it comes to getting paid: forgetting to attach invoice to an email (and recipient never thinks to let me know), forgetting to follow up after it's been weeks to find out what happened to a promised check, even tossing carefully saved checks into the recycling bin by mistake (I kid you not.) Love your list of client excuses, have pretty much heard 'em all.
Yeah, there are many people, clients and friends out there that really gives us headache when it comes to paying on time. But again, we have to handle it nicely so that we can get the payment they owed us.
I'm currently dealing with a combination of "Oopsie! Your contract must've got lost in the post! Just give us your bank details, and we'll deal with that…at some unspecified time in the future," and dead silence. It's incredibly frustrating, as 5 months' worth of work has not been paid for, and they didn't even see fit to TELL me the contract was missing till last month. Other people are getting paid. I know the money is there. I just can't seem to get at it. Annoying!
Late payment is always a pain in the neck. Especially when money expected for a certain purpose haven;t been paid by client.
If we only do our thing and not give excuses, then there will be lesser problems we will be facing. I really hate, given lame excuses, better tell directly the reason why pay late.
I have a hard enough time setting prices for my writing in the first place, so it’s really discouraging to learn that I may have a hard time getting paid for what I DO charge. Let’s hope it’s just occasionally!