Your VO Invoice Is Overdue. Now What? A Strategic Guide

A Strategic Approach to Invoicing in Uncertain Times

Have you thought about the effect COVID-19 has had on our invoices?

This pandemic has had a massive effect on all our lives, and I’ve blogged about how it has affected our day-to-day work, our finances, our mindset, and even our relationships with agents. But one of the most immediate business challenges we face is something that can feel incredibly stressful: getting paid on time.

When a client is late with a payment, it's easy to jump to conclusions. But in today's world, the reason might be something you'd never expect. This brings up a critical question for all of us: What is the right way for voice actors to handle invoicing and payments?

The Foundation: A Rock-Solid Invoicing Process

The best way to deal with late payments is to minimize the chance they happen in the first place. Your invoicing needs to be professional and crystal clear. This isn't just about looking good; it's about risk management.

Every invoice you send must include:

• Your business name and contact info

• The client’s name and contact info

• A unique invoice number and the date of issue

• A clear payment due date (e.g., "Net 30")

• An itemized list of the services you provided

• The total amount due and your preferred payment methods

A clear, professional invoice removes ambiguity and makes it easier for the accounts payable department (even if it's just one person) to process your payment.

A Cautionary Tale for Crazy Times

Let me tell you about a situation I just dealt with. I’ve had a fantastic client for the past few years who has always paid well and on time. Then, they vanished. Multiple invoices became overdue. I started my follow-up process with emails and phone calls. Nothing. I even went to what I thought was their office here in NYC. It was closed.

My mind started to prepare for the worst.

I managed to find a different phone number, and the client picked up immediately. He apologized profusely. It turns out he had contracted a severe case of COVID-19 that laid him up for weeks and almost killed him. I’ve been assured the overdue invoices will be paid soon, and I believe him.

The lesson here is profound: you truly never know what is happening on the other side of the invoice.

Your Overdue Invoice Action Plan: Patience, Persistence, and Process

There are many reasons why your invoices may be overdue right now. The business may be temporarily closed, the check may be lost in a delayed mail system, or they may be so understaffed that payroll is taking longer to process.

What do you do? Be patient and thoughtful, but also persistent.

1. Do Your Research First: Before you pick up the phone, visit their website and social media profiles. A quick check can confirm they’re still in business and might give you clues about what’s going on.

2. Start with a Polite Email: A simple, friendly reminder is the perfect first step. Assume it was an oversight, not a malicious act.

3. Pick Up the Phone: If an email doesn't get a response, a phone call is your next move. Isn’t it weird how much more phone-call averse we’ve gotten these days? A call is more personal and harder to ignore.

4. Connect as a Human: It’s okay to call a client just to ask how they’re doing. Everyone is going through a lot right now. A simple check-in can strengthen your relationship and open the door to a conversation about business naturally.

Some of your clients would love to hear from you so they can commiserate. This is how we build lasting business relationships. Remember, it’s all about being a good human and collecting good humans. A little empathy can go a long way—for your career and your peace of mind.

NEWS AND NOTES

Monday, September 7th – Sunday, September 13: My birthday is coming!!! To celebrate, I’m giving you a $13 discount on every video in the VO Strategist Shop from now until Sunday, September 13th. Be sure to use the promo code TOMSBDAY2020 and you can use it on every video. Videos include ‘Working From Home’, ‘How do I Market my Demo?’, and the latest video, ‘Managing your Money like a VO Pro’.

Thursday, September 10th @8PM EST: My next Business and Money 201 webinar will be ‘Cost/Benefit Analysis’. In this one-hour webinar, we’ll talk about how to determine how & why you generated your voiceover revenue and how to repeat what worked. This webinar is capped at 25 attendees and sells out fast.

September 11-13: eVOCation is this week! Click here to sign up. There’s still time but barely!

Thursday, September 17th @8PM EST: My next Marketing 201 webinar will be ‘The Sales Funnel’. In this one-hour webinar, we’ll talk about what the Sales Funnel is and how to push voice seekers through it. This webinar is capped at 25 attendees and sells out fast.

NEW WEBINAR!!! Sunday, September 27th @2PM EDT: “The Practical Voice Actor: How To Make Informed Decisions About Your Voiceover Business” In this brand-new workshop, you will learn how to develop your decision-making skills so you can move your voiceover business in the direction you want it to go. You’ll also learn to determine what questions you need to ask yourself and how to find the right answers in order to be the voiceover artist and business you truly want to be. It’s only $40 and virtual seats are limited. Click here to sign up!

November 6-8: Mini-MAVO is getting closer! This year I will be presenting “Rates, Negotiating, and Billing”. Sign up here!

HAPPY HAPPYS

Happy Alpaca Day and Sourdough September!

QUOTE OF THE WEEK

It isn't the burdens of today that drive men mad. It is the regrets over yesterday and the fear of tomorrow. Regret and fear are twin thieves who rob us of today. Robert Hastings

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Tom Dheere is a voice actor who has narrated thousands of projects for hundreds of clients in over a dozen countries. He is also a voiceover business & marketing consultant known as the VOStrategist and produces the comic book “Agent 1.22”.