How Do I Choose the Best Software for Municipal Waste Management?


Integrating waste management software marks a crucial evolution that can dramatically enhance your operational performance. Research shows that municipalities implementing smart waste solutions have experienced operational cost savings of up to 30% while boosting collection efficiency by 20–40%.
Yet with today's market presenting a wealth of choices, identifying the ideal system for your specific municipal requirements can be daunting. Which key considerations should inform your selection of premium waste management software? Explore the essential evaluation criteria and review the market-leading solutions that could fundamentally transform how your municipality handles waste collection and processing.

Factors to Consider When Comparing Software for Municipal Waste Management

Consider the following to identify the software that fits your operations:

  • Functionalities: Note a municipal waste management tool’s feature set to know the extent of its capabilities. The most desirable functions include route optimization, real-time tracking, scheduling and dispatch, billing and invoicing, asset management, mobile access, data analytics, and reporting.
  • Customization: Find a solution that can adapt to your unique operational needs. It should have configurable settings, customizable modules, and add-ons to scale it as your entity grows.
  • Ease of deployment: Pick a piece of software you can implement painlessly to minimize disruption to your operations, onboard your staff more easily, and get started in no time.
  • Integrability: Determine the integrations a solution supports to connect seamlessly with your existing devices and tools.
  • Security: Review the software’s release notes to see how frequently its vendor updates it to fix performance bugs, enhance its cybersecurity, and protect it from hackers.
  • Support: Look for a software vendor you can conveniently reach to troubleshoot problems and report issues, especially during emergencies.
  • Vendor track record: Check the vendor’s history and leadership to evaluate its reputation and credibility.
  • Demonstration: Gravitate toward a software vendor that offers a free demo to let you see the product in action and get your questions answered to your satisfaction.

3 Best Software for Municipal Waste Management

The three best software solutions for municipal waste management are Paradigm Software, L.L.C., WasteWORKS, and AMCS. Discover what makes each stand out.

1. Paradigm Software, L.L.C.

Paradigm Software, L.L.C. has been outweighing its competition for more than 30 years. Its WeighStation is one of the best municipal waste management software programs for landfills, transfer stations, and recycling centers. This robust weighing and routing tool has a single-screen design, so you can move between tabs and find the information you need more quickly.

Its default data entry capabilities help reduce errors and speed up transaction processing. This scale software lets you capture, rate, and track multiple materials per transaction.

WeighStation’s Scale Intelligence is a set of artificial intelligence (AI)-powered tools designed to accelerate transaction processing, detect data entry errors, and flag potential system issues. During your free demo, you’ll discover other notable features, such as CompuRoute Routing and Dispatching, batch reporting and scheduling, automation, and remote implementation options.

To automate your scale lane, you can customize this waste industry software using thousands of configuration settings and pair it with dozens of peripheral devices in unattended terminals. This solution is accessible from anywhere through the WeighStation Cloud Module. It integrates with WeighStation, allowing you to access your on-premise data remotely and process transactions on mobile.

Paradigm Software, L.L.C. ensures that WeighStation release notes are readily available for your review. The company conducts quality assurance testing on weekly software updates and promises easy software deployment, near real-time configuration, feature backup, and disaster recovery. For troubleshooting, it offers an integrated support desk that accepts configurations, logs all calls and emails in its ticketing system, and provides 24/7 emergency support using remote desktop apps.

2. WasteWORKS

WasteWORKS is highly scalable and customizable software for municipal waste management. It supports numerous configuration options to provide a custom fit for operations of all sizes. This software boasts robust reporting tools like the MS and Crystal Report Builder, generating beautiful material tonnage reports on demand.

The fully integrated receivables module is Certified Public Accountant- and auditor-approved, making it easy to manage your billing needs. Its developer, Carolina Software, Inc., offers custom integrations to simplify data export and import to your financial package.

Several add-ons let you expand the standard functionality of WasteWORKS, opening a new world of integration possibilities. You can lend it capabilities, including scale lane automation, a mobile ticketing system, a scale lane camera interface, change tracking, document management, driver's license scanning, credit card processing, and more.

WasteWORKS runs on the Pro and Enterprise editions of Windows 10 and 11. It uses SQL Server to safeguard your database from unwanted users. Carolina Software, Inc. regularly releases a new version to adapt to the ever-evolving cybersecurity landscape and keep hackers at bay. It also uses ScreenConnect to provide remote assistance and troubleshoot software issues immediately.

3. AMCS

AMCS is the best municipal waste management software vendor for organizations wanting to transition to the circular economy. It has developed a suite of solutions to help you meet your environmental, social, and governance goals. The enterprise resource management system is an end-to-end integrated platform that blends customer management, container management, inbound logistics, recycling and process, outbound logistics, and financials.

AMCS Vision AI automatically spots contaminated recyclables and overfilled containers to help you take corrective actions with your customers without bothering your drivers. The AMCS Platform can come with intelligent transport solutions, allowing you to manage your fleet by improving asset efficiency, lowering operational costs, and reducing carbon emissions.

For metal recycling, AMCS’ enterprise-grade Software-as-a-Service platform offers scrap-specific solutions for material grading, inventory control, commodity trading, and brokerage. AMCS Pay supports in-person and card-not-present transactions, electronic funds transfers, and real-time disbursements. You can issue branded virtual payment cards, physical corporate cards, fuel cards, and more.

Many of the AMCS Platform’s features are available as separate modules. You can witness how powerful it can be if you book a free demo.

Aside from offering dedicated local email and phone numbers for various regions, including North America, many European markets, Australia, and New Zealand, AMCS has teams of technical support engineers across nine locations worldwide to assist you with your software concerns immediately. You can also raise a support case in your Customer Portal.

Waste Management FAQs: Answers to Common Questions

What Are the 4 Primary Waste Management Methods?

Waste management encompasses four main approaches: landfilling, incineration, recycling, and composting. Landfilling involves strategically burying solid waste beneath the earth's surface and sealing it with soil layers. This technique stands as the most economical solution, particularly advantageous in regions with sufficient land availability, as it can efficiently handle substantial quantities of waste materials in a single location.

Landfills pose an environmental threat because they pollute the soil, surrounding air, and bodies of water and cause harmful bacteria to proliferate. However, modern facilities can capture methane from organic waste for energy production and reduce the demand for fossil fuel extraction. Landfills are also good candidates for reclamation once they reach capacity, allowing municipalities and private owners to convert them into more valuable pieces of real estate.

Incineration is burning solid waste at high temperatures, reducing its total mass to a more manageable level. It economizes space, helps prevent groundwater contamination, and contributes to electricity generation. While this method is more costly and still produces pollution, it has a lower carbon footprint than landfilling.

Recycling is the process of converting waste into useful products. It’s one of the pillars of the circular economy, giving discarded goods a new lease of life to extend and maximize their value. Although recycling is less green than maintaining, reusing, refurbishing, and remanufacturing items, it’s more sustainable than landfilling and incineration. It curbs overall waste and reduces the need to extract finite virgin resources from the environment.

Composting is the managed process of turning green waste into organic fertilizer, a valuable recycled commodity. It involves creating an ideal environment for worms, nematodes, sowbugs, and other decomposing organisms to break down organic matter faster. This method helps divert organic discards from waste streams, reducing the amount of garbage going into landfills and incinerators.

Municipal composting is a convenient option to recycle organic materials for homeowners who can’t do it in their backyards. Many towns do curbside collection of green waste and accept it at drop-off sites. Full-scale food waste composting facilities in the U.S. handle more than 2,000 tons of organic matter yearly.

What Are the Challenges of Urban Waste Management?

The biggest challenges local governments face in urban areas are significant nonbiodegradable waste generation, lack of space, and limited infrastructure. Waste generation can get out of hand in cities with higher population density and economic activity.

Public awareness of these challenges can help reduce waste generation at the source. Understanding the environmental and social ills of producing large volumes of garbage can motivate more people to lead a sustainable lifestyle and make better decisions, including consuming less, segregating discarded items, and supporting eco-friendly products.

Tech-driven waste collection is another solution. Innovative solutions like specialized software can address the pain points of waste management professionals, such as workflow inefficiencies and compliance issues.

What Is Waste Management Software?

Waste management software is a digital tool optimized for streamlining waste management operations. No two solutions are the same, but many can optimize routes, simplify scheduling, track waste disposal, monitor recycling rates, and reveal trends.

What Advantages Does Waste Management Software Offer?

Implementing specialized waste management software delivers several key benefits, including significant productivity gains, streamlined operational processes, and comprehensive data transparency. By selecting a solution tailored to your specific operational requirements, your team can achieve greater efficiency with fewer resources, track essential metrics with precision, and leverage accurate data insights to make strategic decisions that optimize your entire waste management system.

Choosing the Best Software for Your Municipal Waste Management Operation

For premier municipal waste management systems, Paradigm Software's WeighStation, WasteWORKS, and AMCS stand out as exceptional choices, each offering comprehensive functionality designed for complex municipal needs. Schedule customized demonstrations with these vendors to experience firsthand how their platforms could transform your waste management processes. These interactive sessions will give you the insights needed to choose a solution that aligns with both your current operational requirements and future growth strategies.

Top-Rated Safety Training Programs for Forklift Operators

Forklifts are crucial to various industries, such as construction, warehouses, logistics, and manufacturing. There are multiple types, and operating them requires expertise to ensure workplace safety and efficiency. According to the Occupational Safety and Health Administration (OSHA), forklift accidents cause approximately 34,900 serious injuries and 85 fatalities annually in the United States alone, highlighting the critical importance of proper training. A good safety training program ensures your operators are confident enough to handle this powered industrial truck. Discover nine top-rated safety training programs for forklift operators.

  1. Eastern Lift Truck Co.

Eastern Lift Truck Co. stands out with its exceptional forklift operator safety training program. With more than 20 locations spread across the mid-Atlantic region, this company delivers comprehensive education plans alongside a diverse range of warehouse equipment, including autonomous mobile robots, trash compactors, and railcar movers. Their Safety Training class fully complies with Occupational Safety and Health Administration (OSHA) standards, guaranteeing that your operators develop the essential skills needed for safe operation. For added convenience, their experienced trainers can bring the program directly to your facility, tailoring the curriculum to address your organization's specific requirements and operational challenges.

Top training programs offered:

Operator Certification Training

Safety Training Class

  • Class I: Electric rider trucks
  • Class II: Electric narrow aisle and very narrow aisle trucks
  • Class III: Walk-behind and ride-on electric hand pallet jacks, tow tractors and low-level order pickers
  • Class IV: Internal combustion engine (ICE) cushion tire trucks
  • Class V: ICE pneumatic tire trucks
  • Class VI: Ride-on tuggers
  • Class VII: Rough terrain forklift trucks
  • Class VIII: Personnel and burden carriers
  • CPR/First Aid/AED/Bloodborne Pathogens
  • OSHA 10- and 30-Hour General Industry and Construction
  • General Lockout/Tagout
  • Mock OSHA Audits
  • Crystalline Silica
  • Respiratory Fit Testing
  • General Confined Space
  • Fall Protection and Pedestrian Safety
  • General Fire Extinguisher
  • HazCom
  • Battery and Charger

Key features:

  • Offers “in-house” training classes in York, Pennsylvania, every second Tuesday of the month and in Vineland, New Jersey, every second Monday of the month
  • Includes a practical and hands-on evaluation that meets OSHA 1910.178 requirements
  • Provides bilingual training resources to support Spanish-speaking operators

  1. Crown Equipment

Crown Equipment is one of the leading material handling companies. Established in 1960, it designs and manufactures up to 85% of its lift truck components, including drive units, electronic modules, and motors. It offers warehouse, automated, and energy solutions.

The company’s trained instructors provide industrial lift truck safety information with highly visual presentations and hands-on training. It also has education programs for service technicians, training departments, pedestrians, and supervisors.

Top training programs offered:

Forklift Operator Training

TrainSafe Train-the-Trainer Program

  • Full-service Demonstrated Performance MoveSafe Train-the-Operator lessons
  • Safe operating habits
  • Safety videos and resources
  • 11-step hands-on training and habit development process
  • Three-year reevaluations
  • Safety workshops
  • Warehouse inspection

Key features:

  • Offers training programs in English and Spanish
  • Provides operator manuals with clear instructions and informative illustrations
  • Includes lift truck-specific tests in each operator training program

  1. Cintas

Cintas traces its roots back to 1929 when Doc and Amelia Farmer established what was then called Acme Wiper and Industrial Laundry, a company that supplied commercial towels throughout the country. The business has evolved dramatically, providing work apparel, facility services, fire protection solutions, and various education programs.
Their comprehensive Forklift Safety Training program covers critical areas, including pre-use inspection techniques and instruction on safe loading and refueling procedures. Flexibility is a key feature of their training approach, as clients can select from three distinct delivery formats, engaging instructor-led sessions, convenient online modules, or a structured DVD compliance program that meets regulatory requirements.

Top training formats offered:

Instructor-led

Online

DVD Compliance Program

  • Low instructor-member ratio to maintain engagement
  • On-site scheduling or open enrollment at a local Cintas facility
  • Systematized classes for single or multiple facilities
  • Flexible scheduling to ensure all shifts are covered
  • More than 250 interactive courses
  • Ability to tailor course curriculum based on company needs
  • All topics are OSHA-compliant
  • Quizzes
  • Easy-to-use recordkeeping system to track forklift operators’ progress
  • Instructor guides to help administer training in your facility
  • State-of-the-art training videos and PowerPoint presentations
  • Customizable written program to ensure compliance
  • Accessible language to make OSHA standards more understandable

Key features:

  • Offers various training formats to suit every business need
  • Provides other safety training courses, including first aid, CPR, safety management and automated external defibrillator (AED) classes
  • Allows clients to customize their safety training programs based on the nature and location of worksites

  1. Forklifts Group

Forklifts Group offers training for forklift operators online, at its headquarters, or client facilities. It has more than 25 years of experience in the industry, making it one of the top-rated safety training program providers nationwide.

All classes are OSHA-compliant, ensuring the best learning experience for your operators. Aside from its extensive collection of safety instruction courses, the company provides rental services, new equipment, and used machinery. Contact the business online to learn more about its offerings.

Top training programs offered:

Forklift Operator Training

OSHA 10 & 30 Outreach (General Industry)

  • Meets the OSHA 29 CFR 1910.178 standard
  • Forklift fundamentals
  • Operator skills and responsibilities
  • Pedestrian safety
  • Legal liability
  • Hazard recognition

  • OSHA-developed classes
  • Safety information on fundamental OSHA standards
  • Taught by an OSHA authorized general industry trainer
  • Held at customer locations

Key features:

  • Offers written testing, classroom instruction, and hands-on evaluations
  • Covers sit-down, elevated order picker, narrow aisle reach, pallet jacks, walkie stackers, and rough terrain telescopic lifts

  1. ForkliftTraining.Com

ForkliftTraining.com offers flexible, online training programs that meet OSHA 29 CFR 1910.178, ANSI B56.1, and CSA B335-15 standards. It provides affordable and easy-to-use instruction solutions for forklift operators. Leading companies like Cat, The Home Depot, Amazon, and ACE Hardware trust the expertise of this course provider.

Choose between English and Spanish to ensure your operators fully understand the lessons. Purchase the course online, share it with your employees, and acquire certification upon completion.

Top training programs offered:

Forklift Train-the-Trainer Online Course Outline

Online Forklift Certification Training

  • Meets the CSA B335-15 safety standards for lift trucks
  • Forklift fundamentals
  • Trainer roles and responsibilities
  • Training methodology and design
  • Training classes and workshops
  • Practical evaluations
  • Lift truck overview, incidents and contributing factors
  • Standards and legislation
  • Training and physical requirements
  • Equipment types
  • Features, attachments and preoperational inspections
  • Stability and capacity
  • General operation and safety, such as truck and accessory selection, startup, traveling and shutdown procedures
  • Refueling or recharging safety procedures

Key features:

  • Complies with OSHA, CSA and ANSI standards
  • Offers flexible and convenient online training
  • Provides a universally recognized certification in the U.S and Canada

  1. National Safety Council (NSC)

NSC is a mission-based organization focused on promoting safety in all industries. It provides best-in-class workplace training to reduce work-related casualties yearly. Its virtual Lift Truck Operator – Train-the-Trainer course helps operators meet safety standards and OSHA requirements.

Forklift operator trainers will learn how to develop and deliver design exercises for staff evaluation and instruct people on how to work safely around forklifts.

Top training programs offered:

Lift Truck Operator – Train-the-Trainer

Effective Safety Management Practices I

  • Meets OSHA Powered Industrial Truck Standard 1910.178 and 1926.602 compliance
  • Information on evaluating operators’ performance
  • How to educate non-operators about safety procedures around forklifts
  • Safety procedures and maintenance
  • An effective safety management system
  • Personal leadership skill assessment
  • Tools for evaluating safety
  • How to build a positive safety culture in the organization

Key features:

  • Teaches forklift operator trainers how to effectively train their team
  • Offers discounts to NSC members

  1. The Raymond Corp.

The Raymond Corp., part of the Toyota Industries family, delivers premium material handling products and innovative intralogistics solutions. Their E-Learning Safety on the Move program trains forklift operators on safe travel, proper operations, and inspection protocols. This versatile program can be customized to your organization's specific requirements. Additionally, Raymond offers specialized education for forklift technicians, teaching maintenance best practices and repair techniques to ensure equipment reliability.

Top training programs offered:

E-Learning Safety on the Move

Technician Training

  • Lift truck inspection using the operator's daily checklist
  • Safe travel workplace procedures
  • Docks and ramps operation requirements
  • Assistance in satisfying OSHA’s regulatory forklift training
  • Modern maintenance procedures
  • Latest technologies, tools and practices to ensure forklifts remain operational

Key features:

  • Offers training at its headquarters or your facility
  • Customizes your training program depending on your organization’s needs

What to Look for in a Forklift Operator Safety Training Program

Choosing the right program represents a critical investment in both team safety and workplace efficiency. Keep these essential factors in mind when assessing training options for your operators.

Compliance with OSHA and Local Regulations

Ensure any program you select meets all OSHA compliance standards. Poor quality training significantly raises the risk of accidents, underscoring why thorough education is fundamental for reducing workplace incidents.

Be aware that regulatory frameworks differ geographically. Several states implement requirements that go beyond federal OSHA guidelines. Take the necessary steps to understand your state's particular regulations to guarantee full compliance in your training selection.

Instructor Qualifications

Inquire about the instructor’s industry experiences and qualifications. The right trainer must have the knowledge, education and experience to teach operators and evaluate their competence.

They must communicate complex information effectively, demonstrate safety procedures clearly and engage trainees.

Training Content

A robust curriculum must cover essential topics, such as:

  • Overview of different forklift types
  • Safety procedures and hazard recognition
  • Potential consequences of unsafe operations
  • Preoperation inspections and maintenance
  • Load handling
  • Proper techniques for starting, stopping, steering and maneuvering the forklift

Ask your potential training program provider if it provides these courses.

Accessibility

Language accessibility is critical, especially if you have a diverse workforce. This ensures all forklift operators receive and comprehend safety training effectively. For instance, Eastern Lift Truck Co. offers bilingual resources to support Spanish-speaking forklift operators.

Ensure the program provider includes professional translation of materials or interpretation services.

Select From These 7 Leading Safety Training Programs for Forklift Operators

Investing in proper forklift safety training directly impacts your workplace safety culture and operational success. Take time to examine the seven exceptional providers featured here, carefully weighing the strengths and limitations of each program against your specific organizational requirements.

By enrolling your team in the right training program, you'll not only create a significantly safer working environment but also build the foundation for enhanced productivity and business growth for years to come.

11 tips on what to do when a client doesn’t pay

11 tips on what to do when a client doesn’t pay

11 tips on what to do when a client doesn’t pay

March 14, 2025

Learn what to do when a client doesn't pay

 It’s been over a month, the invoice is due but your client is ghosting you and you have no idea what to do when a client doesn’t pay – a tale as old as trade. Truth is, it can happen to anyone, regardless if you’re inexperienced or seasoned. 

Some business owners learn how to collect money from clients the hard way. However, you get the privilege to learn from their mistakes and be prepared when a situation like this happens, because trust us, it will at some point. Especially in an economic crisis like this, when everyone is facing a shortage of cash.

Several entrepreneurs who learned their lessons the hard way were willing to share their insights and tips on dealing with clients who refuse to pay.  For your sake, don’t wait until it’s too late – arm yourself with strategies for getting paid when client won’t pay. There were some radical answers involving baseball bats, but we left them out and you should too.

Most effective 11 ways of dealing with clients who doesn’t pay

As we all know, money makes the world go round. So when a client won’t pay, you’re risking being late on a mortgage payment or disappointing your child because you need to cancel the trip to Disneyland. As late payments can also result in debt management problems, it is best to consult professionals early on – such as the insolvency practitioners. However, there are quite a few important things that depend on your clients paying their invoices on time.

Here are the best ways of dealing with clients who refuse to pay, so your world can keep spinning round and round.

Send an email to notify them

It is the most socially acceptable way of requesting a fee. Make sure the email is not contentious and uses appropriate words. It’s easy to send a professional email for a financial windfall, but please remember that you’ll be focusing on building a connection with the customer based on generosity. 

Start by making certain that there is no mention of prices within the subject line. There is no easier means of ensuring that an email ends up going unread if, indeed, the valuation is included with the introductory paragraph, and the email would have had an assured greater likelihood of being considered alternatively. 

Simply ask for remuneration and inform them that there is an estimated bill included in the mail and let them know that you have also elaborated on the method of payment for their convenience. To prevent unpaid invoices, utilize Billdu invoicing software, which automatically sends payment reminders.

Elena Jones, PR Director at FinanceJar

Have a contract

Always have a contract and set expectations from the start. Before working with new clients, make your payment terms clear, such as 30 days net, due upon receipt, and so on.

You might also add a policy on late fees and penalties, which can be a disincentive to miss payments. You should always solidify the agreed rates and terms with a legally binding contract. It is a binding agreement that will give you more security and obligate them to pay you.

John Cheng. I’m the Co-Founder and CEO of Baotris

Don’t let a customer’s debt to build up too much

The most important thing is not to let a customer’s debt build up too much, keep them paying regularly, and put them on stop if they are outside your business terms. Nobody likes a BIG bill and if a customer hasn’t paid for 2 or 3 months, sometimes longer, the amount owing can be very unpalatable for a client to pay or just make them question your service altogether. 

Putting clients on retainers works as well for us as using direct debit and you can even do it through an online payment service, but the best way to get paid is to take the matter to the top, straight to the business owner, often business owners aren’t aware that their accounting department isn’t keeping on top of payments and once you get the MD involved things tend to get sorted out much more quickly. 

Don’t take any excuses either, many accounts departments will say ‘we haven’t seen the invoice’ – it’s always a good idea prior to the end of the month to call and make sure they have the invoices in a polite conversation. I’ve always said you catch more flies with honey than you do with vinegar and asking nicely goes a long way further than beginning with threats of a court action which always becomes protracted and ruins future business goodwill.

Simon Young, Managing Director at Institution

Nurture your client relationships

We try to maintain our client relationships so they feel a bit more valued. This can be done by simply checking up on them every now and then, helping them with a problem they may be experiencing, or even by featuring them in our content in some way.

In the past, we’ve worked with not so reputable brands so we decided to deliver the work only after we were paid which worked for us. For those clients who are genuinely struggling, we have offered payment plans to help them pay off their debts.

Paul Gibbens, Marketing Executive at Housebuyers4u

Plan ahead, Keep in touch, Be firm

Plan ahead – When dealing with a client who refuses to pay, the situation is evolving rapidly so it’s important that you continue to have a good idea of where you stand amid all of the uncertainty. Keep updating your cash flow forecast as new information becomes available, and pay particularly close attention to your list of debtors. 

Keep in touch – Stay in contact with your debtors to find out how they’re getting on and to anticipate any potential problems. Regular communication can also help bolster your relationship with your clients, which is particularly important in a time of financial stress. Our experience suggests that the old adage of a stitch in time saves nine is particularly relevant when it comes to debtors, as a tricky conversation early on can prevent a potential issue from snowballing into something much worse.

Be firm – Make sure that you’re very clear in your conversations with debtors. If you’ve delivered on your side of the contract, the default position remains that you should be paid – and paid on time. Cash is king in the current economic climate, so try to resist the temptation of writing off (or waiting for) what you’re owed. It’s also worth remembering that delays to payments by your debtors could risk a knock-on effect further along the supply chain, as you may then struggle to pay your own creditors on time.

Chris Clay, Managing Partner at Escalate

Before you take dramatic measures, communicate with your client

To rule out simple errors, communicate with your client. If you have a client that doesn’t pay, ensure the payment was not missed due to a misunderstanding or other mishap. It goes without saying that you should avoid burning any bridges unless absolutely necessary.

If a client fails to make a payment on time, contact them and respectfully remind them. They could have miscalculated the date or just neglected to transfer your funds. Depending on the contract, you may be able to request a late fee in following situations. In certain circumstances, the missing money is the result of a technical malfunction or another issue that is not the client’s
fault.

Allowing a little leeway here could be beneficial. Giving the client another chance to fix the problem demonstrates good faith and may result in a glowing review, referral, or additional business.

Kavin Patel, Founder and CEO of Convrrt

Attempt a different method of communication

When a client refuses to pay, having a different method of contact for them can be beneficial. Pick up the phone and try to engage in a vocal chat with them instead if your follow-up emails haven’t been acknowledged. You may be able to determine the cause of any missed payments and rectify the issue more quickly this way.

Alternatively, try contacting someone else within the organization, preferably a member of the same team as your client, to see if they can assist.

Ankit Kaul and I am the Founder and CTO of Excel Trick

Charge interest on invoices

This is legally enforceable, and you have a right to do this. It is known as ‘statutory interest’ and is calculated at 8% (after the invoice is due, accumulated daily from then on) plus the Bank of England base rate. So each year from the due date, an invoice accumulates 8% interest). Should a debt reach debt collection or Small Claims Court, always ensure this interest is properly calculated, and add it on.

Similarly, offer early payment discounts. Perhaps 5% if an invoice is paid within a week (rather than the agreed 30 days). This gives you immediate cash in the bank and rewards good customers, rather than punishing poor ones.

Paul M. Jones, Credit Controller PJS Credit Management

Get in touch with the person in charge

Be nice. It might be tempting to scream down the phone “where’s my money?” but don’t. If they do intend to pay at some time, being polite will help speed things up.

Find the right person. One of the most important things to do when a client doesn’t pay is to check who actually makes the decision as to when payments go through. Is it the person who issued the order, or the finance person? If you’re not sure, ask.

Help them pay you. If a client won’t pay, maybe give them a gentle reminder, a reason to pay you. Detail what you have provided, check there are no issues with the invoice, and make sure they are satisfied with what has been delivered.

Check your contract. Make sure your payment terms are clear, simple, and protect you. Set out exactly when you expect payment. Detail late payment fees.

Moreover, you can consider:

    • If emails are ignored then call.
    • Offer payment by installments – 50% now, 50% next month.
    • Letter before action – low cost (around £5 from solicitors or debt collection companies).
    • Statutory demand – a bankruptcy threat.
    • Money Claim Online – start litigation online (but read the guidance first).
    • Invoice factoring – sell on the invoice to a third party.

Susan Francombe, Founder of The Business of Building

As a last resort, seek legal advice

Lawyers can be costly. You and your customer will almost certainly wish to avoid going to court over your project for this reason alone. However, there may be times when none of the other options are effective in resolving the matter. As a result, legal action and advice should be considered.

Allowing clients to get away without paying for your services sets a precedent, and you don’t want to come across as someone who is easily exploited. Your first step should be to consult your contract’s Dispute Resolution Clause. 

First, take the steps you’ve outlined. This may include a procedure known as ‘arbitration,’ in which you enlist the help of third parties to analyse the problem. If it doesn’t work, you can find yourself in small claims court. This should only be used as a last resort because it will almost certainly be costly, time-consuming, and depleting. Fortunately, many disagreements never  reach this point.

Rameez Usmani, Director of E-Commerce and Retail at Selkirk

Disable or withhold the final product

You clearly can’t cease working on the project if it’s already finished. However, you might be able to keep it out of the hands of your client until you’ve been paid. It’s a wise decision to keep your access to customer projects until your fees are paid in full. 

If the client then tries to avoid paying you for your services, you might deny them access to the

project. While it may appear trivial, it is entirely reasonable – your contract states that you would offer the finished product in exchange for a certain amount of money. The client should not get their website or app if you don’t get paid.

Matt Weidle, Business Development Manager of Buyer’s Guide

Conclusion

When it comes to dealing with clients who refuse to pay, it is important to remember that every situation is unique on its own and has to be carefully reviewed before any action is taken. For what it’s worth, long-time, loyal clients cannot be approached the same way as one-time clients. 

You don’t want to break a good work bond because of one late payment. When a client won’t pay always try to work things out with a civil conversation. However, if things get out of control remember that in these types of situations, the law is on your side.

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