Connect the invoice to the agreement

Identify the contract, order, or other basis for the payment obligation. Match the customer’s legal name and explain any different entity appearing on delivery or payment records. Note the price, currency, payment condition, and relevant amendments. If the arrangement was informal, preserve the messages and performance records so counsel can assess what they establish rather than treating the invoice alone as conclusive proof.

Show what was delivered and accepted

Collect delivery confirmations, service outputs, inspection records, acceptance communications, and any timely complaints. Explain partial performance and later corrections. Separate evidence that work occurred from evidence that the customer accepted it or that a payment condition was met. Keep unfavorable correspondence in the file as well; a realistic assessment needs the actual dispute, not only the documents that support the demand.

Reconcile the amount transparently

Prepare a ledger showing the original amount, adjustments, credits, payments, and balance. Link each entry to a supporting record. Distinguish principal from proposed interest, penalties, or costs, and ask counsel about the basis for additional sums. A clear calculation allows another person to reproduce the balance without guessing why an invoice total differs from the amount currently claimed.

Choose a lawful and documented response

Review the agreement’s notice provisions and obtain advice about an appropriate payment request. Keep proof of sending and any response. Do not use threats, public exposure of private information, interference with property, or pressure on unrelated people to collect a debt. If a payment plan is discussed, record the parties, dates, amounts, and conditions carefully before assuming that the original dispute has been resolved.

Consider procedure, timing, and recovery

Ask about limitation periods, the agreed dispute forum, evidence requirements, and any urgency concerning preservation. Do not assume that repeated informal reminders protect every deadline. Discuss likely costs and the practical prospect of collection as well as the legal merits. A judgment, award, or settlement may require enforcement steps, so the decision to proceed should account for what happens after the claim is established.

From reading to preparation

Your preparation notes

  • Identify the agreement and the correct debtor.
  • Gather performance, acceptance, and complaint records.
  • Reconcile the balance with payments and adjustments.
  • Review notices, deadlines, forum, and practical recovery with counsel.

Reference points: PRC Civil Code, performance and breach of contract; applicable civil-procedure or arbitration rules. General file-preparation guidance reviewed September 30, 2026.