Dispute management software

Using a dispute management software is particularly relevant in your accounts receivable strategy. The main benefits include the following:

1- Reduction in payment delays

A dispute management software facilitates and accelerates their processing. This allows you to reduce payment delays and speed up your collections. This controlled process helps you reduce your DSO.

2- Productivity gain

Centralising information on disputed invoices, concerned customers, actions taken, etc., avoids wasting valuable time and allows for handling a larger volume of cases.

3- Better visibility and control

Consolidated data and reports make it possible to finely analyse the various causes of disputes in order to take the necessary measures to reduce them.

4- Easier sharing with all stakeholders

Multi-user online access and role management makes it easy to involve everyone playing a role in dispute resolution.

5- Preserved customer relationship

By using a dispute management software like LeanPay, disputed invoices are automatically excluded from reminders. YThis ensures that you do not mistakenly remind a disputed invoice, avoiding further complicating an already difficult situation.

A dispute management software helps you improve your debt collection. Here are our recommendations to achieve this:

• Send preventive reminders

Systematically send an email or SMS a few days before the due date of an invoice. This reminder helps identify early if an invoice is disputed. Depending on the nature of the dispute, it can be resolved quickly, ensuring timely payment.

• Categorise your disputes and use filters

By classifying all your disputes and sorting them into the most urgent cases and the highest-value invoices, you can refine your analysis and prioritise their handling.

• Make the right decisions

By taking advantage of our dashboard, you can take the necessary measures internally. For example, if there are frequent delivery disputes, change carriers. The processes you improve within your company will ultimately have an impact on your customer payment times.

• Involve all stakeholders

Provide access to the dispute management software to all individuals involved in dispute resolution. This will aid coordination and promote responsiveness.

Here are our tips for choosing the best dispute management software :

• Clearly define your needs

Before starting, assess your current and future dispute management processes. Identify essential features (dispute categorisation, collaborative management, internal reminders, reporting...) as well as any specific needs related to your activity.

• Consider the collaborative aspect

For effective teamwork, choose a tool with sharing features, alerts, mentions, and comments.

• Check integration capabilities

The more integrated with your systems (accounting tools, ERP, business apps), the more efficient.

• Choose scalable software

Anticipate future needs in terms of volume, features, workflows and integrations. Look for a flexible, evolving solution.

• Compare options

Create a comparison grid (features, ease of use, training, support, pricing...) and request demos. Our experts are available to show you our dispute management software and answer your questions.

Handling a client dispute is never easy. Here are some tips to manage it well:

• Stay calm and professional

It is important to stay calm and not get carried away by emotions. If you get upset, it will only make the situation worse. So adopt a serene, respectful attitude towards your customer.

• Listen carefully to your customer

Let your customer explain his problem. Don't interrupt him and take note of key details such as dates, products/services involved, etc. This will help you to fully understand the reason of the dispute.

• Apologise

Even if it's not your fault, a sincere apology can go a long way.

• Suggest solutions

Once the dispute is well understood, propose concrete solutions to compensate for the damage: credit note, discount, replacement etc. Make sure you can meet your commitments within the announced deadlines. You don't want to add frustration to a dispute!

The aim is to defuse the conflict, show your willingness to find a solution and maintain a good relationship with your customer.