Prepare an unpaid invoice file that explains the debt clearly.

Establish what is owed and by whom

An unpaid invoice is easier to assess when the file shows the contracting party, what was supplied, the agreed payment terms and the outstanding balance. Yudey can organise a business debt enquiry for England and Wales by bringing those records into a consistent account. The aim is to support an appropriate professional assessment, not to turn an invoice heading into an untested assertion that a debt is enforceable.

Identify whether the customer contracted personally, as a company or through another arrangement. A trading name may not answer that question. Include the order, acceptance and relevant correspondence so the reviewer can assess identity and contractual responsibility. Claims involving another UK jurisdiction or overseas parties require an expressly confirmed scope rather than an assumption that the same procedure applies.

Reconcile the figures before making a demand

The preparation can produce an invoice-by-invoice schedule of amounts, due dates, part payments, credits and the balance claimed. Keep original invoices alongside later statements. A replacement document should be labelled clearly so it is not counted as an additional debt. Where a payment was allocated differently by the parties, record both explanations and the supporting ledger entries.

Official guidance describes statutory interest and recovery costs for qualifying late commercial payments. ^[1] Whether those provisions apply, or contractual terms change the position, needs assessment of the particular transaction. We do not add charges automatically or promise that every cost will be recoverable. Proposed interest and other additions should be shown separately with their stated basis for professional review.

Address the customer's explanation

Provide complaints about quality, timing, delivery or scope, even where you disagree with them. An adviser needs to distinguish an undisputed late payment from a contested performance issue. The file can connect each complaint to the relevant work and your response. Omitting an awkward message may make a demand look stronger while leaving the professional with an incomplete account.

Evidence might include signed delivery records, work approvals, project correspondence or acceptance documents. Preserve original attachments and dates. A coordinator can index the material but does not certify that a signature proves every contractual obligation was satisfied. Where a customer alleges a counterclaim or set-off, the allegation should be identified as an issue for advice rather than ignored in the balance calculation.

Review the stage already reached

Tell us about reminders, demands, collection activity and any court papers. Include the complete communication rather than a paraphrase. The appropriate pre-action or court route depends on the parties and circumstances. An administrative debt pack is not an issued claim, a compliant formal demand or an instruction to an enforcement professional. Each step requires explicit acceptance and responsibility.

If the debtor appears insolvent or has ceased trading, provide the information you have and its source. Recovery prospects may be affected by factors beyond the quality of the invoice evidence. We do not use insolvency threats as a routine collection tactic or promise payment because a claim appears well documented. The professional should assess the lawful, proportionate options and their commercial value.

Define the outcome and authority

Your preferred outcome may be full payment, a realistic instalment arrangement or a commercial settlement that preserves a customer relationship. The brief can record those priorities and identify who may approve a reduction or payment plan. A proposed concession should remain clearly marked as a proposal until the responsible person authorises the relevant communication and the professional assesses its effect.

The accepted scope can include an indexed debt file, reconciliation schedule and questions for legal assessment. Drafting formal correspondence, issuing proceedings, negotiating settlement and enforcement are separate responsibilities unless expressly included. The engagement should identify the professional who accepts each part. No one should assume that submitting an enquiry transfers responsibility for a deadline or an ongoing collection instruction.

Request a proportionate quotation

Send the total principal claimed, number of invoices, debtor details and a short explanation of any dispute. Describe existing deadlines or proceedings at the outset. Fees depend on the records, complexity and accepted work, and are quoted in GBP with applicable VAT. Court fees and separately instructed professional charges are identified where relevant rather than absorbed into an unsupported recovery promise.

Use the agreed document channel for financial and commercially sensitive material. The completed preparation should state which figures were reconciled and which assumptions remain unresolved. It can make professional advice more focused, but it does not guarantee debtor solvency, a court result or successful enforcement. The decision to proceed should reflect both the evidence and the likely commercial cost.