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Checking a New B2B Client's Details Before You Send the First Invoice
Winning a new client is the exciting part. The first invoice is where the paperwork begins, and small mistakes there can delay payment by weeks. A wrong legal name, a missing purchase order number or an invoice sent to the person who hired you rather than the person who pays: each one sends the document into a queue. Ten minutes of checking before you send saves a lot of chasing afterwards.
1. Confirm the legal entity
The brand name on a website is not always the name that pays the bills. Ask for, or look up, the registered company name, the registration number and the registered address. In many countries these are in a free public business register. If the client is part of a group, make sure you invoice the entity that signed the agreement.
2. Get the tax details right
Business clients usually need their VAT or sales tax number on the invoice, and cross-border work may need specific wording. Check the number in the official validation service where one exists, and ask your accountant if you are unsure which rules apply.
3. Find the real billing contact
The person who hired you is often not the person who processes invoices. Ask directly: "Who should receive invoices, and is there a shared accounts-payable address?" Also ask whether the client needs a purchase order number, a cost centre or a supplier number on each invoice. Many larger companies reject invoices that lack them.
4. Take a quick look at who you are dealing with
For a new client you have not met before, a short background check is sensible. Look at the company's website and recent news, check how long it has been trading, and see whether the person you are talking to holds the role they described. Business data services can help here: envoapi, for instance, returns public company details such as industry, size and location, and can confirm a contact's current role from public professional data, which is useful when you onboard several new clients a month. The goal is not suspicion, just making sure the details on your invoice match reality.
5. Agree payment terms in writing
Confirm the payment period, the currency, the accepted payment methods and any deposit before the work starts. Put the terms on the invoice as well. If the client has its own supplier terms, read them; they may set a longer payment period than you expected.
6. Set up the supplier record
Some clients need you to fill in a supplier form with your bank details and company information before they can pay. Ask early, because this step alone can add a week if it is left until after the first invoice.
7. Send a clean first invoice
With everything confirmed, the invoice itself is simple. Our guide on how to write an invoice clients pay on time covers layout, numbering and wording in detail.
Checklist to copy
- Registered legal name, number and address confirmed
- VAT or tax number checked
- Billing contact and accounts-payable email on file
- PO number, cost centre or supplier number if required
- Payment terms agreed and written down
- Supplier form completed
Keep any client data you collect secure and only as long as you need it for your records, in line with the data protection and bookkeeping rules where you work.
