ensuring you get paid before, during, and after the project

Ensuring You Get Paid Ensuring You Get Paid

Before, During, and After Before, During, and After the Projectthe Project

Introduction/opening comments Introduction/opening comments Before you accept the project Before you accept the project During the project During the project After the projectAfter the project Questions/commentsQuestions/comments

IntroductionIntroduction

Is there a problem?Is there a problem?Analysis of PP responses for Jan - Aug 2004Analysis of PP responses for Jan - Aug 2004

Total number of responses Total number of responses analyzedanalyzed

471471

Paid on time Paid on time 326326 69.2%69.2%

10 – 25 days late10 – 25 days late 3131 6.6%6.6%



+91 days late+91 days late 1515 3.2%3.2%

Not paid or not paid in fullNot paid or not paid in full 5050 10.6%10.6%

Not ratedNot rated 1616 3.4%3.4%

BeforeBefore you accept the project you accept the project

Get the contact dataGet the contact data Beware of "freemail" addresses, PO Beware of "freemail" addresses, PO

BoxesBoxes Don't bow to pressureDon't bow to pressure Get referencesGet references Agree on the termsAgree on the terms What are acceptable/standard terms What are acceptable/standard terms

Get the contact dataGet the contact data

Full or legal nameFull or legal name Physical addressPhysical address Mailing address (if different)Mailing address (if different) Phone and fax numbersPhone and fax numbers Email address Email address Other infoOther info

WHOISWHOIS

http://www.betterwhois.comhttp://www.betterwhois.com http://www.uwhois.comhttp://www.uwhois.com http://www.whois.nethttp://www.whois.net http://www.allwhois.comhttp://www.allwhois.com And hundreds of othersAnd hundreds of others

Sample WHOIS RecordSample WHOIS RecordDomain ID:D5493413-LRMSDomainDomain ID:D5493413-LRMSDomainName:PAYMENTPRACTICES.INFOName:PAYMENTPRACTICES.INFOCreated On:05-Jan-2004 13:14:23 UTCCreated On:05-Jan-2004 13:14:23 UTCExpiration Date:05-Jan-2005 13:14:23 UTCExpiration Date:05-Jan-2005 13:14:23 UTCSponsoring Registrar:R139-LRMSSponsoring Registrar:R139-LRMSStatus:ACTIVEStatus:ACTIVEStatus:OKStatus:OKRegistrant ID:C4143320-LRMSRegistrant ID:C4143320-LRMSRegistrant Name:Ted WozniakRegistrant Name:Ted WozniakRegistrant Organization:Payment PracticesRegistrant Organization:Payment PracticesRegistrant Street1:1400 E US Hwy 77 #36Registrant Street1:1400 E US Hwy 77 #36Registrant City:San BenitoRegistrant City:San BenitoRegistrant State/Province:TXRegistrant State/Province:TXRegistrant Postal Code:78586Registrant Postal Code:78586Registrant Country:USRegistrant Country:USRegistrant Phone:+1.9563612969Registrant Phone:+1.9563612969Registrant Email:Registrant Email:[email protected]@earthlink.net

Admin ID:C4143320-LRMSAdmin ID:C4143320-LRMSAdmin Name:Ted WozniakAdmin Name:Ted WozniakAdmin Organization:Payment Admin Organization:Payment

PracticesPracticesAdmin Street1:1400 E US Hwy 77 #36Admin Street1:1400 E US Hwy 77 #36Admin City:San BenitoAdmin City:San BenitoAdmin State/Province:TXAdmin State/Province:TXAdmin Postal Code:78586Admin Postal Code:78586Admin Country:USAdmin Country:USAdmin Phone:+1.9563612969Admin Phone:+1.9563612969Admin Email:Admin Email:[email protected]@earthlink.net

Before you accept the project Before you accept the project

Get the contact dataGet the contact data Beware of "freemail" Beware of "freemail"

addresses, PO Boxesaddresses, PO Boxes Don't bow to pressureDon't bow to pressure Get referencesGet references Agree on the termsAgree on the terms What are acceptable/standard terms What are acceptable/standard terms

Online databases/resources Online databases/resources

The Black and White List The Black and White List www.gotranslators.com/Engl/Reports.phpwww.gotranslators.com/Engl/Reports.php

Payment Practices Tools In The Payment Practices Tools In The Translation World Translation World www.gotranslators.com/Engl/BPTools.phpwww.gotranslators.com/Engl/BPTools.php

Blue Board - Proz: www.proz.comBlue Board - Proz: www.proz.com Hall of Shame - TranslatorsCafe: Hall of Shame - TranslatorsCafe:

www.translatorscafe.comwww.translatorscafe.com

Newsletters and Mailing Lists Newsletters and Mailing Lists Payment PracticesPayment Practices

www.paymentpractices.net Untrustworthy Translation Agencies Untrustworthy Translation Agencies

www.translationdirectory.com/non-payers.htm The TCR List The TCR List (Translator Client Review List) (Translator Client Review List)

www.tcrlist.com Translation Agency Payment Practices Translation Agency Payment Practices

http://groups.google.co.uk/group/transpaymenthttp://groups.google.co.uk/group/transpayment Translation Agency PaymentTranslation Agency Payment

finance.groups.yahoo.com/group/translationagencypayment TradPayeur TradPayeur

finance.groups.yahoo.com/group/tradpayeur BetaalmoraalBetaalmoraal

groups.yahoo.com/group/betaalmoraal ZahlungspraxisZahlungspraxis

de.groups.yahoo.com/group/zahlungspraxis Other sources of information: BBB, Dun & Bradstreet, credit Other sources of information: BBB, Dun & Bradstreet, credit

agency reports, court records and company registries. agency reports, court records and company registries.

What to do if there are bad What to do if there are bad

reports?reports? That depends on the reports and is your decision in That depends on the reports and is your decision in the end.the end.

•What exactly was reported? What exactly was reported? •Were there "quality issues"? Were there "quality issues"? •How recent is the information? How recent is the information? •Was it an isolated incident? Was it an isolated incident?

Try to get the " big picture" and make your decision Try to get the " big picture" and make your decision accordingly. accordingly.



BoxesBoxes Don't bow to pressureDon't bow to pressure Get referencesGet references Agree on the termsAgree on the terms What are What are

acceptable/standard termsacceptable/standard terms

Acceptable/standard termsAcceptable/standard terms

Net 30 (or 60 or 90)?Net 30 (or 60 or 90)? 2/10 Net 30?2/10 Net 30? When the agency gets paid????When the agency gets paid????

EU Directive 2000 35 EC on EU Directive 2000 35 EC on Combating Late Payment in Combating Late Payment in Commercial TransactionsCommercial Transactions

Entered into force in August 2000Entered into force in August 2000 Required national implementing Required national implementing

legislation by August 08, 2002legislation by August 08, 2002 August 2004, verification of August 2004, verification of

improvements improvements Does Does NOT NOT stipulate payment termsstipulate payment terms Does not apply Does not apply if the parties agree if the parties agree

to other terms to other terms Source: http://europa.eu.int/comm/enterprise/regulation/late_payments/index.htm

Historical payment periods in Historical payment periods in Europe Europe

Source: European Payment Index – Spring Report 2004 © intrium jusiticia (Used by permission)

0

10

20

30

40

50

60

70

80

90

100

Duration (Days) 48 52 46 81 26 66 54 93 41 86 35 35 52 46 44 46 29 49 38 46 35 28

Delay (Days) 17 17 15 13 6 15 16 20 14 38 8 7 18 23 15 19 9 20 15 15 8 9

Term (Days) 31 35 31 68 20 51 38 73 27 48 27 28 34 23 29 27 20 29 23 31 27 19

AT BE DE ES FI FR IE IT NL PT DK SE UK CZ HU PL EE LT LV CH IS NO

Historical payment periods in EuropeHistorical payment periods in Europe

0

10

20

30

40

50

60

70

80

90

100

Duration (Days) 59 62 45 38

Delay (Days) 16 16 19 12

Term (Days) 43 46 26 26

EU Eurozone ACC EFTA

0

10

20

30

40

50

60

70

80

90

100

Duration (Days) 32 59 52 89 46 45 41

Delay (Days) 8 15 18 19 15 19 16

Term (Days) 24 44 34 70 31 27 25

NordicsNL/BE/

FRUK/EI South

AT/DE/CH

East Baltics

Source: European Payment Index – Spring Report 2004 © intrium jusiticia (Used by permission)

Other terms and conditionsOther terms and conditions

Terms and conditions do not just cover Terms and conditions do not just cover payment terms. payment terms.

They should also include the file They should also include the file format, method of delivery, format, method of delivery, additional services, "grace period" additional services, "grace period" for changes, and any other areas for changes, and any other areas where a dispute could arise.where a dispute could arise.

During the projectDuring the project

Follow instructions (glossaries, file Follow instructions (glossaries, file format, etc.)format, etc.)

Keep the client informed of any Keep the client informed of any problemsproblems

Keep recordsKeep records Ask for verification of receipt (and Ask for verification of receipt (and

remind them about remind them about problems/changes)problems/changes)

MAKE THE DEADLINEMAKE THE DEADLINE

After the project After the project

Send complete invoice with payment Send complete invoice with payment details (IBAN/BIC/SWIFT, bank fees, etc)details (IBAN/BIC/SWIFT, bank fees, etc)

Localize your invoice for your target Localize your invoice for your target country - your contact may know English country - your contact may know English but his bookkeeper/A-P clerk/accountant but his bookkeeper/A-P clerk/accountant and tax office may not.and tax office may not.

Send the invoice promptly (with the files if Send the invoice promptly (with the files if possible) to the correct recipientpossible) to the correct recipient

Handling complaintsHandling complaints Remain professional! Stay calm.Remain professional! Stay calm. Ask for the revised file, name of Ask for the revised file, name of

proofreader. proofreader. Wait a day before your review. Wait a day before your review. Review the client's instructions. Review the client's instructions. Defend your position firmly but remain Defend your position firmly but remain

professional. Everyone has a different professional. Everyone has a different style. Ask for justification of "unnecessary" style. Ask for justification of "unnecessary" changes. changes.

If there were "mistakes" or "needed" If there were "mistakes" or "needed" improvements, try to reach a compromise. improvements, try to reach a compromise.

Adjusting the invoice Adjusting the invoice

It's your call. It's your call. How much is involved? How much is involved? Will you ever be likely to work for this Will you ever be likely to work for this

client again? client again? Will an adjustment ensure payment Will an adjustment ensure payment

or will you shoot yourself in the foot or will you shoot yourself in the foot by "sticking to your guns"?by "sticking to your guns"?

Dunning Dunning

When to send a "friendly reminder" When to send a "friendly reminder" Friendly reminder or dunning letter Friendly reminder or dunning letter

first? first? 1st, 2nd, (31st, 2nd, (3rdrd) and final dunning ) and final dunning

letters letters

Collection Collection

Collection agenciesCollection agencies Small claims and other courtsSmall claims and other courts Local colleague Local colleague

Inform us!Inform us!

Paid late or didn't pay at allPaid late or didn't pay at all Paid less than agreed amountPaid less than agreed amount What to report and whenWhat to report and when

What to reportWhat to report Agreed payment terms (e.g. net 30, 30 days end of month):Agreed payment terms (e.g. net 30, 30 days end of month): Invoice(s) issued (date or date range):Invoice(s) issued (date or date range): Was payment received on time? If not, how late was it?: Was payment received on time? If not, how late was it?: Approximate amount involved:Approximate amount involved: How long have you been working with this agency?How long have you been working with this agency? If necessary, did the agency answer your inquiries aboutIf necessary, did the agency answer your inquiries about payment?: payment?: Would you work for this agency again?:Would you work for this agency again?:

Comments (if any):Comments (if any):

Your full name: Your full name: Your city and country:Your city and country:

Learning LessonsLearning Lessons

Translator in Spain, agency in TaiwanTranslator in Spain, agency in Taiwan ""I had the same experience described here I had the same experience described here

by another user: Received a request for a by another user: Received a request for a small job. Communication with agency small job. Communication with agency perfect till and including the reception of perfect till and including the reception of my work, since then I tried to get company my work, since then I tried to get company details for my invoice sending e-mails to details for my invoice sending e-mails to the addresses from which the order came - the addresses from which the order came - to no avail. They never paid, but they still to no avail. They never paid, but they still send job proposals from time to time!!"send job proposals from time to time!!"

Learning LessonsLearning Lessons

Posted on March 04, 2004Posted on March 04, 2004 "I've working for "Agency name" for more "I've working for "Agency name" for more

than I remember, they don't pay on time. than I remember, they don't pay on time. You have to send several reminders. Right You have to send several reminders. Right now, for example, they owe me $52.50 now, for example, they owe me $52.50 since Jan 29th, 2004. I sent several emails since Jan 29th, 2004. I sent several emails but apparently the person who cuts the but apparently the person who cuts the check will be back on March 8th!! $52.50, I check will be back on March 8th!! $52.50, I think it's a shame. But the PM are very think it's a shame. But the PM are very nice, if you're patient..." nice, if you're patient..."

Less than helpful responsesLess than helpful responses

"I have not actually worked with this "I have not actually worked with this company. I responded to an ad they company. I responded to an ad they posted on Proz.com. Ms. "X' e-posted on Proz.com. Ms. "X' e-mailed me an unpaid translation test mailed me an unpaid translation test with over 600 English words. I wrote with over 600 English words. I wrote her back indicating that the number her back indicating that the number of words to be translated is way too of words to be translated is way too much for an unpaid test. Haven't much for an unpaid test. Haven't heard from her since. Hope it helps!" heard from her since. Hope it helps!"

Less than helpful responsesLess than helpful responses

Email subject line: Warning – NOEmail subject line: Warning – NO

Text of email:Text of email:

"I wish to warn others from taking on "I wish to warn others from taking on any assignments from the following:" any assignments from the following:"

[followed by the names and addresses [followed by the names and addresses of two agencies. No other of two agencies. No other information provided.]information provided.]

Incomplete requestsIncomplete requests

"Dear Listmates,"Dear Listmates,

I need updated information about the I need updated information about the following agency:following agency:

The GEO GroupThe GEO GroupSarah FosterSarah Foster

TIA"TIA"

Maybe the agency was right this Maybe the agency was right this timetime

In the comments to a response to enquiry In the comments to a response to enquiry indicating non-payment by an agency for a indicating non-payment by an agency for a [presumably IT > EN translation], the [presumably IT > EN translation], the freelancer stated:freelancer stated:

"First they debated the text making a 41% "First they debated the text making a 41% reduction saying the text was made by reduction saying the text was made by non profdessional [sic] and poorly knowing non profdessional [sic] and poorly knowing English people. When I started asking for English people. When I started asking for my payment they started to become my payment they started to become aggressive and inpolite, very offensive to aggressive and inpolite, very offensive to me and my solicitor."me and my solicitor."

Recap – Before the ProjectRecap – Before the Project



Recap - During the projectRecap - During the project

Follow instructions (glossaries, file Follow instructions (glossaries, file format, etc.)format, etc.)

Keep the client informed of any Keep the client informed of any problemsproblems

Keep recordsKeep records Ask for verification of receipt (and Ask for verification of receipt (and

remind them about remind them about problems/changes)problems/changes)

MAKE THE DEADLINEMAKE THE DEADLINE

Recap – After the projectRecap – After the project

Stay professionalStay professional Handle complaintsHandle complaints Friendly warnings/dunning lettersFriendly warnings/dunning letters CollectionCollection Report your experiences to the rest Report your experiences to the rest

of usof us

Questions/commentsQuestions/comments

ensuring you get paid before, during, and after the project

Documents

project slide

contact data

acceptablestandard terms

po boxes dont

freemail addresses

pressure dont

registrant email

admin email