A truck can be busy all week and still leave its operator short of cash. Diesel, wages, tolls and maintenance must be paid while the money earned from those journeys may remain outstanding for weeks or months.

For Irish hauliers, effective credit control starts before a load is accepted and continues until payment reaches the bank. Clear terms, accurate paperwork and consistent follow-up help prevent a profitable job becoming an expensive debt.

Know who is paying

Before extending credit to a new customer, establish the full legal name of the business responsible for paying your invoice.

The company booking the transport may be different from the business collecting or receiving the goods. Confirm who is contracting with you, obtain its billing details and identify a named accounts contact.

For larger or regular accounts, consider a credit report and trade references. A customer’s willingness to offer plenty of work should never replace an assessment of its ability to pay.

Set an initial credit limit that your business can afford to carry, and review it as the relationship develops.

Agree the terms before dispatch

Confirm the haulage rate, payment terms and any additional charges in writing before the job begins.

Waiting time, additional drops, failed deliveries, ferry costs and fuel surcharges can become payment disputes when the basis for charging them was never agreed.

Check exactly what the customer means by its payment terms. Thirty days from the invoice date and 30 days from the end of the invoice month can produce very different payment dates.

Ask whether a purchase order, booking reference or supplier registration is required. Complete these steps before dispatch wherever possible.

Make proof of delivery part of the job

Missing paperwork can delay payment even when the transport itself went smoothly.

Drivers should return clear proof of delivery promptly, with the relevant job reference, delivery date and acknowledgement of receipt. Record shortages, damage, waiting time and delivery difficulties when they occur.

Electronic proof of delivery can speed up the process, but somebody still needs to check that the record is complete and attached to the correct job.

Give responsibility for chasing missing documents to a named person. Otherwise, completed work can sit unbilled while its operating costs have already left the account.

Invoice promptly and accurately

Issue invoices as soon as the agreed billing arrangements allow.

Each invoice should clearly identify the customer, work completed, agreed charges, relevant references, payment due date and bank details. Include supporting documents in the format the customer requires.

Check that invoices reach the correct email address or payment portal. For a new account, confirm receipt and ask whether anything is preventing approval.

An invoice saved in your own system has not necessarily entered the customer’s payment process.

Follow a consistent collection routine

Review outstanding invoices every week, separating those that are not yet due from those already overdue.

A practical collection routine is to:

• Confirm receipt and approval before the due date on significant invoices.

• Contact accounts promptly when payment becomes overdue.

• Ask for a specific payment date and amount.

• Confirm promises in writing and follow up when they are missed.

• Escalate repeated delays to the person responsible for the commercial relationship.

Keep records of calls, emails, disputes and payment commitments. “It is being processed” needs a follow-up date.

Resolve disputes quickly

Ask the customer to identify precisely what is disputed and why.

A missing delivery document requires a different response from a disagreement over waiting time or an alleged service failure. Assign responsibility for resolving the issue and provide the relevant evidence promptly.

Where only part of an invoice is disputed, request payment of the undisputed balance by the agreed due date.

Repeated deductions or recurring paperwork complaints should trigger a review of the account and booking process.

Control the total exposure

A credit limit should reflect all the work you are financing for a customer.

Include unpaid invoices, completed journeys awaiting invoicing and further work already committed. A customer may appear within its limit simply because several days of transport have not yet been billed.

Be especially careful when a slow payer suddenly offers substantially more work. Agree who can authorise exceptions and when further bookings require advance payment or a reduction in the outstanding balance.

Before suspending an existing service, check your contractual obligations and obtain advice where necessary.

Understand your late-payment rights

Ireland’s late-payment regulations provide for interest on overdue commercial payments and compensation towards recovery costs, subject to the applicable conditions. These entitlements can arise without a reminder. Operators should check the relevant rules and obtain advice where a debt or contractual term is disputed.

Where reminders and agreed payment plans fail, seek professional advice promptly on recovery options. Continuing to accept work increases the amount at risk.

Make credit control a management priority

Track overdue balances, broken payment promises and customers approaching their credit limits. Feed expected receipts into a rolling cash-flow forecast alongside fuel bills, wages, finance repayments and other commitments.

Review customers on how reliably they pay as well as how much work they provide.

For a haulage business, the job is only financially complete when the money has arrived. Make collecting it as organised and accountable as planning the journey.