Ah, the holiday season. A time of festive lights, office parties, and the ever-popular game of “catch me if you can” with accounts payable departments Canada-wide.
If you work in accounts receivable or credit management, you know exactly what I’m talking about.
This time of year brings a jolly sleigh-load of creative reasons why payments can’t be processed right now. Let’s unwrap some of these common holiday excuses and explore professional ways to handle them – as always, while preserving business relationships and your sanity.
“Our Accountant is on Vacation Until January”
This classic appears as early as December 1st, despite the fact that most accounting departments have more than one person who can process payments. (Because in any business, things sometimes have to be paid urgently.)
How to Handle It:
- Ask for the backup contact who handles payments during absences
- Request the department’s general email for payment processing
- If it’s a smaller business, ask to speak with the owner or manager
- Document these conversations for follow-up in early January
Pro Tip: Start requesting these backup contacts in November. A simple “We’re updating our records for year-end” email can get you the information you need without raising eyebrows.
“We’re in a Budget Freeze Until January”
Translation: “We’re trying to make our year-end numbers look better — or keep cash in the bank for a January slowdown.”
How to Handle It:
- Remind them of contractual payment terms
- Point out that the invoice was from work/products delivered before the freeze — which is their thing, not yours
- Ask exactly when the payment has been scheduled for release
- Get written confirmation of the promised payment date
Pro Tip: If you hear whispers of budget freezes, accelerate your collection efforts in early December. A polite “wanting to ensure smooth processing before the holidays” message can work wonders.
“The System is Locked for Year-End”
While some accounting systems do require period-end processing, this rarely prevents payment processing for more than a day or two. More likely it’s a bit of holiday trickery.
How to Handle It:
- Ask when exactly the system will be available again
- Request confirmation that payment will be processed immediately after the unlocking
- Get this commitment in writing
- Follow up the day the system is supposed to be back online
Pro Tip: Many companies run parallel systems or have workarounds for urgent payments. If the amount is significant, it’s worth asking about alternative payment methods.
“Everyone Who Can Approve This is Away”
The mysterious disappearance of all authorized signers is a holiday miracle that seems to happen every December.
How to Handle It:
- Request the delegation of authority structure
- Ask about emergency approval procedures
- Get specific return dates for key personnel
- Schedule a follow-up for when they return
Pro Tip: Build relationships with multiple contacts in your customers’ organizations throughout the year. It’s way harder to use this excuse when you know their approval hierarchy.
“We’ll Take Care of It After the Holidays”
The vaguest and most dangerous of all holiday promises, as “after the holidays” could mean anything from January 2nd to Valentine’s Day.
How to Handle It:
- Pin down a specific date
- Get it in writing
- Set clear expectations about late fees or consequences
- Schedule a specific follow-up call
Pro Tip: Respond with something like: “I understand the holiday timing. To help you, could we schedule the payment now for processing on [specific date]? That way it’s handled and neither of us needs to worry about it over the holidays.”
When Holiday Cheer Meets Business Reality
While the holiday season calls for some flexibility and understanding, it shouldn’t mean a complete halt to your cash flow. Here’s where the expertise of a top collection agency can be particularly valuable:
- We can be the “bad cop” while you maintain positive relationships
- Our calls tend to get priority attention, even during the holidays
- We have experience navigating seasonal delays without damaging business relationships
- Our specialized team continues working when many businesses slow down. (Although we do not make calls during the holidays to preserve your nice-person image and be sure everyone has a low-stress break!)
Looking Ahead
The best defense against holiday payment delays is a good offense. Start preparing right now:
- Identify high-risk accounts
- Gather backup contacts
- Document payment commitments
- Set clear expectations about holiday processing
And remember, if you’re facing resistance or running into a wall of holiday excuses, you don’t have to wait until January to take action. Sometimes, bringing in professional help before the holiday season can prevent a New Year’s cash flow hangover.
At MetCredit, we understand the delicate balance between maintaining business relationships and ensuring timely payment. Our professional team can help you navigate these challenging waters while preserving your valuable business connections.
Here’s to a holiday season filled with timely payments and fewer creative excuses!
As always, if you have any questions or need to talk, reach out. A MetCredit debt collection expert will gladly be your holiday AR helper!
