# Accounts Receivable Collection Plan ## 1. Receivables Snapshot You provided four overdue customer balances with a total outstanding value of £15,430. The plan below separates ordinary collection chasing from dispute resolution because Crown Events has raised a delivery-timing dispute. The main collection priorities are Crown Events because of value and age, Alpha Design because of value and medium ageing, and Echo Retail because the balance is old and unresponsive. Assumptions: - All amounts are still outstanding. - Standard payment terms have already passed. - No legal escalation has been approved. - The business wants professional, relationship-safe wording. ## 2. Ageing and Risk Segments | Segment | Customers | Value | Risk level | Recommended treatment | |---|---:|---:|---|---| | 1–15 days overdue | Beta Studio | £650 | Low to medium | Gentle reminder, payment date request, monitor pattern of late payment. | | 31–60 days overdue | Alpha Design | £4,800 | Medium | Active follow-up, clear payment deadline, confirm no dispute. | | 61–90 days overdue | Crown Events | £9,200 | High | Dispute-resolution route first; collect evidence before firmer escalation. | | Over 90 days overdue | Echo Retail | £780 | High | Management review, final factual reminder, confirm contact details and write-off/recovery options. | ## 3. Priority Collection List | Priority | Customer | Reason | Immediate action | |---|---|---|---| | 1 | Crown Events | Highest value, 74 days overdue, active dispute. | Assign owner to resolve dispute and request a payment proposal for any undisputed amount. | | 2 | Alpha Design | High value and 42 days overdue with one reminder already sent. | Send firm but polite follow-up and request payment date within 3 business days. | | 3 | Echo Retail | Over 90 days overdue and no response, but lower value. | Check contact details and send final internal-escalation warning email without legal threats. | | 4 | Beta Studio | Low value and only 9 days overdue, but late-payment pattern noted. | Send friendly reminder and ask for expected payment date. | ## 4. Recommended Contact Plan | Customer | Owner | Channel | Timing | Purpose | Follow-up | |---|---|---|---|---|---| | Crown Events | Account manager plus finance | Email then call | Today | Resolve dispute and separate agreed from disputed balance. | 2 business days after message. | | Alpha Design | Finance | Email | Today | Request payment date and confirm invoice is not disputed. | 3 business days. | | Echo Retail | Finance manager | Email plus phone | Today/tomorrow | Confirm receipt, contact details, and payment intention. | 2 business days. | | Beta Studio | Finance assistant | Email | This week | Gentle reminder and payment-date request. | 5 business days. | ## 5. Customer Message Pack ### Crown Events — Dispute-resolution message Subject: Invoice 1068 — request to resolve delivery timing query Dear [Name], I am following up on invoice 1068 for £9,200, which is currently 74 days overdue. I understand there is a query regarding delivery timing, so I would like to help resolve this promptly. Could you please confirm the specific part of the invoice or service delivery that remains in dispute, and whether any amount is agreed and ready for payment while the query is reviewed? To help close this out, we can provide the relevant delivery notes, order details, and supporting correspondence. Once we have your confirmation, we can agree the next step and expected payment date for any undisputed balance. Kind regards, [Name] ### Alpha Design — Firm but polite follow-up Subject: Payment date requested — invoice 1041 Dear [Name], I am following up on invoice 1041 for £4,800, which is now 42 days overdue. A previous reminder has already been sent, and our records do not show that the invoice is under dispute. Could you please confirm when payment will be made, or let us know today if there is any issue preventing payment? We would appreciate confirmation of the expected payment date within the next three business days. Kind regards, [Name] ### Echo Retail — Old balance follow-up Subject: Outstanding invoice 0998 — response requested Dear [Name], I am writing again regarding invoice 0998 for £780, which is now 93 days overdue. We have not yet received a response or payment update. Please confirm whether the invoice has been received and when payment is expected. If there is a query, please send the details so that we can review it with you. If we do not hear back by [date], we will refer the matter internally for review of the next appropriate steps. Kind regards, [Name] ### Beta Studio — Gentle reminder Subject: Reminder — invoice 1072 Dear [Name], I hope you are well. This is a friendly reminder that invoice 1072 for £650 is now 9 days overdue. Could you please confirm the expected payment date? Please let us know if you need another copy of the invoice. Kind regards, [Name] ## 6. Dispute and Evidence Checklist - Confirm whether Crown Events disputes the full £9,200 or only part of the invoice. - Gather delivery records, order confirmation, correspondence, service completion evidence, and any accepted milestones for Crown Events. - Confirm Alpha Design received the earlier reminder and invoice copy. - Check whether Echo Retail contact details are still current. - Confirm whether any partial payments, credit notes, or payment allocations are missing from the ledger. - Check whether Beta Studio has repeated late-payment history that should trigger changed terms. ## 7. Escalation Rules - Escalate Crown Events to management only after dispute facts and evidence have been summarized. - Escalate Alpha Design if no response or payment date is received after three business days. - Escalate Echo Retail if there is no response after the next contact attempt. - Do not threaten legal action, collection agency referral, credit suspension, or interest charges unless approved and supported by contract terms and appropriate advice. ## 8. Cash Collection Forecast Notes - Quickest likely collection: Beta Studio, because the debt is recent and low value. - Best active recovery opportunity: Alpha Design, because the amount is material and not currently disputed. - Highest uncertainty: Crown Events, because payment depends on resolving the delivery-timing issue. - Highest ageing concern: Echo Retail, because the invoice is over 90 days overdue with no response. ## 9. Management Actions - Create a weekly overdue-invoice review by ageing bucket and owner. - Add a dispute flag so disputed invoices are not treated the same as ordinary overdue balances. - Use consolidated customer statements where customers have multiple invoices. - Record reminder dates and customer responses in one shared tracker. - Review whether repeat late payers need revised terms, deposits, or earlier account-manager involvement. ## 10. Disclaimer This is operational credit-control guidance only. It does not replace legal, accounting, insolvency, or regulated debt-recovery advice. Obtain appropriate professional advice before formal legal escalation, credit holds, interest claims, collection agency referral, statutory action, or write-off decisions.