After 12 years of debt recovery, I can write them all from memory. The same excuses, repeated endlessly, with minor variations. But here's what I've learned: every excuse has a countermeasure. And the one who knows them recovers the money. The one who believes them — doesn't.
1. "The money is already on its way"
"I made the payment order yesterday, it should arrive today or tomorrow."
Translation: most likely, there is no payment order. It's a time-buying tactic.
How to respond: "Perfect. Please send a copy of the payment order (or bank statement confirming the transfer) by email, so we can confirm the value date together." If the order truly exists, there's no problem sending it. If it doesn't — their silence is the answer.
2. "The accountant is on leave / is sick"
"No one can process the payment until the accountant returns, in two weeks."
Translation: the accountant is probably at the office, 5 meters from the phone. But it's a convenient excuse — who contests a sick person?
How to respond: "I understand. Please confirm in writing that the payment will be processed on the date of return, and what that exact date is. If the situation extends, I propose a partial payment now, as a sign of good faith." Ask for a concrete date and a partial payment. An honest debtor provides them. One who's hiding — doesn't.
3. "We're waiting for a large receipt next week"
"Our client pays us Friday, and we'll transfer to you immediately."
Translation: they turn you into a subcontractor of their debtor. Your problem becomes dependent on someone else's problem.
How to respond: "I understand the situation. But our invoice has a due date independent of your receipts. I propose: a 50% payment now, and the rest by the date you expect the receipt. That shows me you're committed to resolving the situation." Separate your claim from theirs. You're not a bank.
4. "The invoice is wrong / we never received it"
"It should have been on a different company name." or "We never received the invoice."
Translation: contesting the invoice is a classic delay method. The debtor knows that every day of "clarification" means one more day without payment.
How to respond: "I'm attaching the invoice again, with the signed delivery confirmation (or the original email from date X with the invoice attached). Please confirm within 48 hours that the details are correct, after which I consider the due date valid." Don't let yourself be dragged into infinite debates. Send the evidence, set a deadline.
5. "We have a temporary cash flow situation"
"It's a tough month, but we'll bounce back. Give us 30 days."
Translation: "temporary" often means "structural." Companies that repeatedly ask for extensions don't have a cash flow problem — they have a business model problem.
How to respond: "I understand. To accept an extension, I need: a written payment plan with clear dates, a good-faith payment now (even 10–20%), and confirmation that the remaining amount will be paid per the new schedule." An extension without guarantees is a gift. Don't give gifts.
6. "We don't have the signature for this payment"
"The director isn't available to sign the order."
Translation: if the director can sign offers and orders, they can sign payment orders. It's intentional selectivity.
How to respond: "Please let me know when the director will be available for signing. Until then, please confirm in writing that the amount is agreed and will be processed at the first opportunity." Turn the excuse into a written commitment.
7. "We'll pay next month, for sure"
"What can I do, give me time until the end of the month."
Translation: "next month" often means "maybe never." It's the most dangerous excuse because it sounds reasonable.
How to respond: "I can accept [exact day], on condition: a [X]% payment by [near date] as commitment, and written confirmation of the final date. Without that, I proceed with the formal demand." Be clear: there's a line, and you cross it if there's no concrete commitment.
The golden rule
No excuse is a direct refusal. Debtors who explicitly refuse to pay are rare — and easy to take to court. Those who stall with excuses are far more numerous, much harder to manage, and much more dangerous for your treasury.
The rule: every excuse gets a response that asks for something concrete in return — a date, a partial payment, a document, a written confirmation. If the debtor refuses to provide anything — then you know it's not a temporary problem. It's an intention problem.
And when intention is missing — it's time for the formal demand, legal proceedings, or a recovery partner who does this daily. We're here.