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Once you're in front of client, downplay fact that an error was made (since error did not negatively affect service client received). You might even poke fun at yourself over situation (if client has a sense of humor, that is). You should then politely ask if he would prefer to have unbilled balance included on his next invoice or submitted as a separate invoice.
Then close your mouth, smile, and wait for him to respond.
You'll notice that you did not give him option of not paying bill, nor did you give him a point of contention to argue over. He should get message that it goes without saying that he owes money and needs to pay bill, but being wonderful person that you are, you are willing to let him decide how you should be paid.
I'm willing to bet that client will choose option A or B and that will be end of that. If this client has been difficult to deal with in past, he may argue that since mistake was yours, he shouldn't have to pay bill. This is, of course, a BS argument (and I don't mean Bachelor of Science), but one that some clients might make just to get out of writing you a check.
As mentioned earlier, you should have prepared for this possibility before going in. If your business can survive without collecting unpaid balance and you really want to maintain a relationship with this client, you should be prepared to offer a compromise that lets relationship continue.
Without appearing to be caving under pressure (this is hard part) look client dead in eye and say, "Mr. Client, since I value your business and billing mistakes were indeed mine, I'm willing to forego collection on unpaid balance and start billing correct amount with your next invoice, which, by way, I happen to have right here…"
Granted, in this situation you are not going to collect on past balance, but you are establishing rules of game for future and you might even improve your relationship with this client. The money you forfeit today could lead to an increase in referrals, testimonials, and repeat business tomorrow.
Here's to your success.
Tim Knox tim@dropshipwholesale.net For information on starting your own online or eBay business, visit http://www.dropshipwholesale.net
Tim Knox as the president and CEO of two successful technology companies: B2Secure Inc., a Web-based hiring management software company; and Digital Graphiti Inc., a software development company. Tim is also the founder of dropshipwholesale.net, an ebusiness dedicated to the success of online entrepreneurs. http://www.dropshipwholesale.net http://www.smallbusinessqa.com