Start with one statement that explains the balance
Prepare a statement listing each invoice number, issue date, due date, value, allocated payments and remaining balance. The statement total should match the company’s records. One total makes communication easier while the detail allows the debtor to check every item without confusion.
Do not assume every invoice has the same status
Some invoices may be approved, others may not have reached accounts, and another may be disputed. Classify each one as received without objection, awaiting a record, disputed, or covered by a payment promise. If an objection concerns only one invoice, separate it from the undisputed balance and follow the disputed invoice guide.
Combine the communication and specify the response
Send one demand with the statement and core supporting records, then request a specific response for every overdue invoice. Avoid several closely timed messages that may produce conflicting promises or cause accounts to address only part of the balance. Assign one contact on each side and record what was agreed for every item.
Allocate any payment clearly
If a payment does not cover the full balance, ask the debtor to identify the intended invoices or document the agreed allocation basis. Update the statement to show invoices paid in part and the remainder. Use the partial payment balance guide, and do not issue a general release while other invoices remain open.
Connect any payment plan to the detailed balance
If the customer requests instalments, assign a date and amount to each payment and show how it reduces the total balance and which invoices it covers. Update the statement after every transfer and send a copy to the debtor. The payment plan review guide helps turn a general proposal into a schedule that can be monitored.
When should you request an assessment?
Request an assessment if the parties’ balances do not match, several objections arise, payments arrive without allocation, or promises repeatedly leave some invoices unaddressed. Prepare the statement, invoices, contracts or purchase orders, delivery records and correspondence using the claim document checklist. THIQA specialises in debt collection and receivables recovery inside Oman. Creditors outside Oman may request assistance against a company or individual inside Oman. Request an assessment and send the balance and case summary.
General information, not legal or accounting advice or a guarantee of recovery. The appropriate step depends on the records and circumstances of each claim.