4 rules of thumb to correctly dispute an invoice
If you disagree with an invoice you have received, it is best to dispute it as soon as possible. To dispute an invoice successfully protest it is important to always make the challenge in writing, with reasons and within a reasonable time.
Our 4 rules of thumb
1. Written
In practice, it often happens that an invoice is disputed verbally and therefore there is no proof of dispute. For the purpose of proof, it is important to make the dispute in writing, preferably by registered letter and email, this way you can prove that you have disputed the invoice.
If you also dispute the invoice via e-mail, you can also prove the substance of your dispute.
2. Timely
The challenge must be made within a reasonable period of time. The specific time limit depends on a case-by-case basis and is determined according to the nature of the contract.
3. Justification
The dispute must be reasoned and include specific reasons why you disagree with the invoice (or part of the invoice). The invoice you receive must be sufficiently detailed so that you are able to perform a check on what is billed.
4. Payment
If you dispute the entire invoice, you pay nothing since payment counts as acceptance. If you disagree with only part of the invoice, it is recommended that you already pay the uncontested part.
Evidential value of an invoice between companies
As a business, you are required to dispute invoices with which you disagree in writing, with reasons, and within a reasonable period of time.
Article 8.1, paragraph 4 of the New Civil Code states:
"Subject to proof to the contrary, an invoice accepted by a company or not disputed against it within a reasonable time shall constitute evidence of the legal act invoked."
It follows that an invoice that is not disputed within a reasonable period of time counts as evidence with legal probative value of acceptance of the invoice.
Do you have questions about disputing an invoice? Is one of your customers disputing an invoice? Get expert assistance and contact us at info@bannister.be or 03/369.28.00
