In the life of a company, disputes over invoices can occur at any time. Whether due to an error in the amount, a non-compliant service or a contractual dispute, this type of situation can damage the commercial relationship and endanger the cash flow. However, with method and professionalism, it is possible to defuse most conflicts quickly.

Find out how to react effectively in the event of a dispute over an invoice, what your rights are, and the best practices to adopt to prevent it from happening again.

Understand what an invoice dispute is

An invoice dispute is a disagreement between the supplier and the customer about the content, amount, or validity of that invoice. It can be justified (by an error or a failure) or the result of a simple misunderstanding.

Common causes of litigation

Some of the most common sources of litigation include:

• Calculation or VAT errors.
• A service or product not delivered or not in conformity.
• An amount different from that provided in the quotation.
• Deadlines not respected.
• A lack of prior written agreement.

These disputes can also result from a lack of clarity in contractual documents, poor communication, or a dispute over the interpretation of a clause.

Step 1: Analyze the situation objectively

Before taking any action, it is crucial to fully understand the source of the disagreement.

Gather contractual documents

Start by rereading the bill carefully and comparing it:

• At the quote accepted by the customer.
• To the general conditions of sale.
• To delivery notes or service certificates.
• Email exchanges or other written agreements.

Assess your responsibility

Ask yourself the right questions:

• Have you met all commitments?
• Have you applied the agreed rates correctly?
• Did the customer validate the services?

Step 2: Attempt an amicable resolution

In the majority of cases, a solution can be found without going through legal proceedings.

Open the dialog

A telephone call or an email exchange often helps to clarify the situation. Maintaining a professional and constructive tone is important.

Suggest solutions

Depending on the case, several options may be considered:

• Issue an amended invoice.
• Give a commercial discount.
• Carry out an additional service.
• Provide a credit note.

Step 3: Formalize exchanges

If the disagreement persists, formalize all exchanges in writing. This will protect you in case of further proceedings.

Maintain traceability

Send summary emails after each exchange, including:

• What was agreed upon or contested.
• The proposals put forward.
• Expected response times.

Step 4: Send a formal notice

When an amicable resolution fails, sending a formal notice is the next step.

Contents of a formal notice

This formal letter should contain:

• Your contact details and those of the customer.
• The number and date of the invoice.
• The amount claimed.
• A summary of the dispute.
• An explicit request for regularization within a certain period of time (often 8 to 15 days).
• Mention of the possible consequences in case of inaction.

Legal effect

The formal notice marks a turning point: it proves that you tried to resolve the dispute amicably and opens the way to possible legal remedies.

Step 5: Use mediation or justice

If the formal notice is not enough, you can call on a mediator or go to the competent court.

Attempt mediation

Mediation is an amicable process by which a neutral third party helps the parties reach an agreement. It is fast, inexpensive and avoids a long and costly legal process.

Legal action

If mediation is unsuccessful, you have several options:

• The order to pay : fast and adapted to certain, liquid and payable claims.
• Assignment to the bottom : in case of a more complex dispute.
• The summary procedure : in case of emergency.

Best practices for avoiding disputes in the future

Prevention is still the best way to avoid disputes. Here are some concrete tips.

Properly frame the commercial relationship

• Always write a written and signed quotation or contract.
• Clearly define the services, the rates, the terms of payment.
• Have the general conditions of sale (GTC) signed.

Ensure the follow-up of your services

• Use signed delivery notes, reports, or service certificates.
• Archive all email exchanges with your customers.
• Do not hesitate to have each stage of the project validated.

Use reliable tools

Adopt a professional billing software that allows:

• To generate clear, complete and compliant documents.
• To track payments.
• To automate reminders and reminders.

In summary

A dispute over an invoice can quickly become an obstacle to the proper functioning of your business. Fortunately, with the right method, it is possible to resolve most situations amicably.

Adopt a professional attitude, rely on clear and accurate documents, and maintain open communication with your customer. In case of failure, know that there are effective remedies: formal notice, mediation, legal action.

Finally, don't forget that the best defense remains prevention: a well-written estimate, well-documented services, and rigorous billing are your best allies in avoiding disputes.

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