Quick answer

What operators need to know

Send an invoice for outside review when your normal accounts-receivable process has stopped producing new information or payment. Age matters, but repeated broken promises, silence, deteriorating debtor condition, strong documentation, and staff time can justify earlier escalation.

Key takeaways

  • Use explicit placement triggers instead of case-by-case guesswork.
  • Do not wait solely because the customer keeps offering undated reassurance.
  • Resolve invoice errors and document disputes before placement.
  • Preserve the relationship by being predictable, factual, and professional.

The calendar is only one signal

Many businesses review outside placement somewhere in the 60-to-90-day range, but a fixed number should not override the facts. A 35-day account from a closing debtor may be more urgent than a stable customer's 75-day invoice that has an approved payment date.

  • Days past due and contract terms
  • Balance relative to collection cost
  • Number and quality of payment promises
  • Dispute status and document completeness
  • Debtor solvency, closure, or ownership signals

Red flags that support earlier review

Escalate attention when the customer stops identifying a responsible person, changes the reason for nonpayment, requests documents already supplied, or promises payment without a traceable date or reference. These patterns do not prove bad faith, but they show that another reminder may not change the outcome.

  • Two missed promises
  • Finance contacts leave or become unreachable
  • Partial payment without an agreed plan
  • Returned mail or disconnected numbers
  • Other creditors or lawsuits become visible

What should be complete first

Confirm the correct debtor entity, principal balance, invoice delivery, contractual basis, performance evidence, credits, payments, and communication history. Identify known defenses or counterclaims. A clean file supports faster triage and avoids contacting the wrong entity for the wrong amount.

  • Contract, order, or accepted terms
  • Invoice and account statement
  • Delivery, timesheet, milestone, or usage evidence
  • Dispute and credit ledger
  • Current debtor and contact data

Agency, attorney, or continued internal work

An agency route may fit well-documented commercial accounts where professional outreach and negotiation are appropriate. Counsel may be more suitable when litigation, liens, insolvency, injunctions, or complex legal disputes are likely. Continued internal work may fit a short administrative delay with a reliable payment date.

  • Recovery economics
  • Jurisdiction and limitation period
  • Need for legal process
  • Relationship value
  • Debtor assets and collectability

RevRecoup placement review

RevRecoup helps creditors submit commercial debts for evidence and routing review. Submission does not guarantee acceptance, legal action, or recovery.

Frequently asked questions

Is 30 days past due too early for collections?

It depends on the agreement, industry, debtor behavior, and your policy. Thirty days may be early for a reliable administrative delay and urgent when the debtor is disappearing or repeatedly breaking commitments.

Should I warn the customer before placement?

A clear final internal notice is often useful when lawful and appropriate. State the balance, deadline, dispute route, and realistic next step without false threats.

Does sending an account to collections end the customer relationship?

Not necessarily. A professional, documented escalation can preserve more trust than months of inconsistent or emotional chasing.

Primary sources and further reading

Editorial standard: Each guide answers a specific commercial debt-recovery question, is checked against cited sources, and is reviewed before its scheduled publication date. Examples are educational scenarios, not legal advice or promises of recovery.