Dealing with business collection is something that every company faces at some point. A single client in collections can hurt your business, not only financially, but also in terms of frustration and lost time. The good news is that you can easily avoid most situations that would leave you in the lurch if you follow some basic steps.

Here are five key areas of business collection that every decision-maker needs to cover in order avoid using a collection agency and to maximise the chances of getting paid on time:

1. Do Top-Quality Work

One of the most common justifications for customers not paying their bills is claiming that the work wasn't done properly. Disputes can leave you in collection limbo for months, even years. And many businesses just give up.

Time is money. The quicker you get in and out with quality work, the more you make. The key is to do what you contract to do. Most business owners take pride in their work. But if your client perceives a compromise in quality it could give them an excuse to delay payment. A thorough understanding of your client's expectations is vital, to make sure you're clear about what you're expected to produce.

2. Communicate Clearly With Your Clients

Unrealistic expectations about a job can lead to delays in getting paid if the end results aren't what your clients envisioned. Don't assume that they see the same mental picture that you do, or understand the necessary steps and costs involved. Spell it out for them up front.

Brief your employees and subcontractors to communicate changes and problems right away. Also, make sure that your people treat your clients with respect and courtesy. Tension and conflict only cause communication to break down. And good intentions and clear communication must be backed up by thorough documentation:

3. Do all of the Paperwork

Business collection is almost always a no-win scenario if you can't back up your claims. Without proper documentation, you could find yourself in a "he-said, she-said" situation that leads to a dead end when you try to collect. You're not insulting your client by requiring a written agreement, or for any subsequent changes to be agreed in writing.

4. Evaluate Your Potential Client Before You Contract

You should feel comfortable that the people you contract with are good and reasonable. Some won't pay until you force them into collections. You have to trust your gut instinct. Go with that, and not your wallet!

You'll probably have at least two or three chances to interact before making a commitment in writing. People give off all kinds of indications that result in our having a feeling about them. Look for obvious warning signs, such as being asked to work without a written contract, or to accept changes without documentation. If you're a subcontractor, make sure that you pay attention to the general contractor's reputation. Don't assume that you will be an exception to their noteworthy practices.

There's nothing wrong with researching your prospects. Check them out, especially if you're working for them for the first time, because they will almost always check you out! And you'll save yourself a lot of time and frustration when you:

5. Have a Plan

Every company should have a plan that details, at minimum, its procedures for business collection. Most potential problems can be easily avoided by following an effective blueprint for doing business. The longer a problem continues, the worse it gets. Don't let it fester. Problems often intensify simply because the business owner isn't prepared to address them. Don't be shy about covering yourself! Your best bet is to avoid the extra work and frustrations involved with business collection.

Michael Riley is a freelance business writer and editor specialising in trade press and association publications. His website includes expanded coverage of this topic, as well as information on marketing your small business and improving customer relations. It can by found at www.bymichaelriley.com.