You can tell the caliber of a company just by looking at their invoice

Thank you as always! This is Kaiun-san.
Looking forward to working with you today as well.😊

Our company's payment date is the end of the month.
Furthermore, we only make payments in the afternoon.

This is an old business custom, as merchants dislike making payments starting from the morning. Of course, there are many places that don't care about that at all (laughs).

That's fine, but this time I want to talk about invoices.

Once a job is finished, we receive payment from the customer.
Then, we close the books at the end of that month and make payments to the contractors, craftsmen, and suppliers involved in the work at the end of the following month.

This schedule is our company's policy. Naturally, it is understood by all parties and there are no issues. The problem is the invoices that those contractors and craftsmen send to our company.

When outsourcing work, invoices are sent from those subcontractors. If we have accounts payable, invoices come from suppliers.

You are probably familiar with these invoices.

Invoices usually only contain the company name, bank account for transfer, payment amount, and invoice number.

They are extremely blunt.
Even though "making a payment" puts anyone in a negative mood, these pieces of paper are blunt enough to make it even worse.

Even so, invoices from contractors who are just a little bit thoughtful only say, "Thank you for your continued business. We hereby request payment as follows."

But even that is a small minority.

It can't be helped if people say this is standard, but because they don't change things like this, they end up complaining that "business is never good." It's because they don't perceive the other party's feelings.

These kinds of invoices come to our company from contractors, but conversely, we also send or hand over invoices for construction costs to our customers.

What does Kaiun-san do when it's our turn to hand over an invoice?
This is where we differ from general contractors.

I am always thinking about "repeat" business, so I have to earn the customer's trust so they will give me work again.

Therefore, when sending an invoice to a customer, I attach a note of "thanks for the completion of construction" when handing it over or sending it.

The text is as follows.

Dear [Name], thank you for your continued support.
Thank you very much for taking the time for the construction despite your busy schedule. The construction has been completed successfully, but are there any issues? If there is anything you are concerned about, please do not hesitate to let us know.
I have enclosed the invoice. Please kindly check it. We will continue to strive even harder to be of service to you in the future.
We look forward to your continued patronage of our company.

Company Name Name

This is addressed to a client, so it looks something like this.

Contractors and craftspeople are business partners who share a common destiny with Kaiun-san. That is why just saying 'We request payment' feels cold.

They are asking people for money. I often wonder why their invoices are so impersonal.

We entrust them with work, and the contractors turn that into reality.

In the message to the client above, it says, 'Are there any issues?' doesn't it?

If there were actually any defects in the construction, it would also reflect poorly on the contractor or craftsperson who performed the work.

If that is the case, the invoices sent by contractors and craftspeople should also include a more thoughtful message.
In fact, there are companies that actually do this.

You can tell the quality of a company just by glancing at their invoice. You can read whether they treat their business partners with care or if they are a cold company.

This is something I feel every time I make a payment.

When you send an invoice to a client or business partner, you should include a sentence expressing your gratitude, even if it is simple.

I would like you to avoid sending impersonal invoices that look like they are just demanding money.
Naruhiko Kaiun

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