Okay, I'm always ultra keen to help my clients but sometimes I have to question why I must do something asked of this business.
This is one of those.
I was asked for a quotation to recommend/design and plant 40sqm split over three borders. The garden was virgin - as much as new build is virgin lol - and I went ahead and planned three borders accordingly. All with source of nursery, links to plants on the nursery's website and a full schedule of plants and costs for each specimen included in the quote.
This was agreed. The plants were ordered, paid by me ahead of delivery, and the client then paid me when the plants were delivered. Trust is a two-way thing, yes, I paid for them up front.
I've now planted all of the plants detailed on the original quotation. And I've 'gone extra' with various Spring bulb planting that will magically appear in Spring.
The issue? Well, at close of play today, when all is done and dusted and the client is merrily admiring and appreciating the hard effort put into the scheme, he says........''but I'd like to see the invoice for the plants you've paid for''.
What would you do? He expects it attached alongside the invoice due for the work completed in putting the scheme together. Inevitably the plant invoice is discounted to pay for my time and effort in bringing the whole scheme together.
Frustrating to say the least!
Cheers, Eugene
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I would explain to him exactly what you have said there.. That invoice is addressed to you and it is for your records.. after all the job is priced up for how much you are willing to do it for.. not how much the nurseries you get the plants etc from are willing to do it for.
No, the client has no right to see your invoice.
As you say, the client agreed your price...what you paid for the plants is none of their business.
you could ask to see his bank and credit card statements.
he has no business asking to see the invoice, but he won't see it that way, you'll just have to be blunt and say 'you accepted the quote, here's my invoice' the plant invoice means nothing without a full breakdown of all of your costings and margins for the job.
The only instance I have come across like this, is the where the client was 'trying' to double dip and claim the VAT back through their business by submitting the goods invoice.
Not sure that would have passed an HMRC Vat inspection ;-)
Thanks so far everyone.
In mulling this over I have a feeling Gary has hit the nail on the head - VAT reclaim.
He'd originally asked if he could pay for the plants himself - 'because he wanted to use the full 56 days on his credit card limit'. Fair enough but I said no because I deal with the main nursery supplier and other suppliers to provide the complete job - I want to be in control of when things are happening.
Does anyone have any suggestions as to how I attach my invoice for my work with an explanation of the position? I am seriously struggling despite thinking I can be literate!
As for their new garden - it looks fabulous and the next time the sun shines I'll grab some pictures.
Cheers, Eugene
My views ? You either;
- have to be firm and state your supplier invoices are not relevant given your fixed price quote, or
- you adopt a "side move" and state all your supplier invoices are already with your book keeper/Accountant and therefore not available.
Any other move sets a precedent and you may feel pressured in the future.
As everyone has said you are not obliged to show him the invoice but to keep the goodwill simply explain that your invoice has been sent on to your bookkeeper/accountant which is our normal practice with all our invoices/receipts
also you are required to keep account records including invoices for 7 years just in case HMRC decide to have a search on you so if you gave the invoice to the customer you would not have no record and no proof of paying the invoice. this in the HMRC eyes is tax avoidance and will jump on you
When you send in your invoice, attach another copy of your detailed quote and your terms and conditions.
State in a covering letter or email that "l am are unsure why you need to see the plant reciept and as l need it for my tax records l won't be able sharing it. However l have re attached the AGREED quotation with the detailed plant costs once again for your information on the breakdown of costs and my t&cs. Hope this helps."
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