Getting Paid

Once I have submitted the paperwork for the course to be certified, I send an invoice and copy of map,diagrams and any additional documentation to the "race director". At that point, I've done the work I need to do except forwarding the certificate once issued.

I send the invoice when I have finished the map. If I have measured for them before, and they have paid in a timely manner, I will send the cert and map at the same time. If I have not measured for them before, or I know they are slow-pays, I let them know I will send the map and cert to them when I receive payment. I tell them up-front that cert and map won't be sent until paid, so there is not an issue of unexpected timing.

If I travel out of town, there are travel expenses. Since it is normally for a marathon, there is also lots of work involved, so I normally receive half the fee before I make the trip, with the balance due before I leave town. I have not had anyone complain about this method. Since I draw most of the map before I measure, it only takes me a day, or so, to send the map after I get home.

I've done business in the same manner as Jay up to this point in time. However, I also trusted my (former) business partner to take care of the invoice/payment stuff in the last year...bad call.

Starting this autumn I'm sending estimates before the job gets done, and an invoice once the certificate arrives (unless a slow-pay, in which case it's invoiced when the paperwork goes out.).

I have had a mixed experience over the years getting paid. Almost got stiffed once, until I made a less-than-fun collection call. I have had some problems with slow payments, and payments arriving weeks after promised. I took a cue from Duane and started sending out agreements, in which I lay out all the fees, mandatory, and optional, along with an estimate for the job at hand. I offer a PayPal option. PayPal takes a piece, but I find it worthwhile in terms of receiving payment expeditiously. I ask a deposit of at least $250.00 to start work. I accept the RD's word that this deposit has been sent if we need to measure right away. I charge a late fee of $100 for less than 3 weeks and $250 for any request within 2 weeks of the race. I have charged many $100 late fees this year. I require a signed agreement back from every client, no exceptions. I started this procedure when an IAAF "B" measurer friend got stiffed last year. I promise to deliver the final product upon receipt of final payment. I send a separate invoice if they require it. Of course, I make exceptions to receiving payment in advance as a judgement call. This is not a perfect system, but it is definitely resulting in more timely payments.