How to prove that invoices are really unpaid?
When it comes to official business documentation (USA) between a company and a client who is either another company (B2B) or individual person (B2C), how can the company providing the invoices, prove that those invoices are really not yet paid?
Passed due date is obviously insufficient proof. Also payer's (client's) bank account statement, with missing relevant line(s), is insufficient as well because the payer could have paid with a different bank account.
What else could be done here? Is there any official definition of such USA document and where could I get it?
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If the client is not willing to cooperate, which I'm assuming is the case, there is no way to prove it definitively. Any sane authority should agree that the burden of proof rests on the client to prove that it has been paid. If the client is unable to produce such proof, he is generally judged as not having paid.
Also payer's (client's) bank account statement, with missing relevant line(s), is insufficient as well because the payer could have paid with a different bank account.
And he could have also paid you cash, so even all their statements will be insufficient. However, you could produce your own statement in all accounts in which you receive payment, to show that no payment has been received by you.
Another way would be to get the client to confirm on record that they have not paid.
You don't need proof. If you believe someone owes you, just bill them for whatever you think is owed.
The burden of proof is on them to show they paid. On the off-chance they have, any competent business will have no trouble showing this.
However, that should not be happening. Sometimes, that is a routine issue that is easily explained, like paper bills and paper checks crossing in the mail. If you are encountering this situation in other cases, then there is a serious problem with your bookkeeping system. Your own business records are not in order. You need to get them in order before you bill anyone else. Otherwise you will make a fool of yourself with your clients, and accounting departments will become reluctant to pay any of your bills.
You can't prove a negative.
Therefore, you cannot prove that an invoice is unpaid; it is assumed to be unpaid on claiming so, and the payer has to prove that he paid. That should be easy for him, if they did pay.
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