We have been made aware that there are spurious emails currently being sent out by an unknown third party which have been made to look like they have been sent by ourselves.  They are using our company logo and have been mocked up to look like one of our chasing emails.

The email address they are making it look like it has been sent from is creditcontrol@top-service.co.uk. This is not an email address we use.  They have also included a link in the email which asks the recipient to click the link to view an an invoice. Our chasing emails do not contain links to download invoices.

If you have received one of these fake chasing emails then we would suggest you delete the email immediately and definitely do not click any links contained within it. If you receive any emails from us that you suspect may not be genuine then please don’t hesitate to get in touch with us.

It has been a long and thorough six months, but we’ve done it!  Top Service has now been regulated by Financial Conduct Authority (FCA), which really good news for us, and for our clients too.

The six month process is designed to leave no stone unturned, ensuring consumers can trust the companies they deal with, that appropriate products and services are being provided, and the consumer’s best interests are at heart.

Of course, this can’t happen overnight. The FCA has a thorough system, which involves examining company records and transactions, visiting the premises, and targeted supervision to allow an in-depth understanding of how a company trades.

The rules are stringent, and only the best make the grade – which is why we’re so thrilled to have achieved this benchmark of success.

As the country’s leading specialist credit reference and debt collection agency, Top Service in Worcestershire promises, and delivers, exceptionally high standards. Celebrating 25 years in business this year, they are now also delighted to announce a 100% pass rate for their collectors again this year in the recent CSA (Credit Services Association) CAI Collector Accreditation Tests.

Covering everything from financial conduct and dispute resolution, through to lending standards, data protection and fair treatment of customers, these tests are voluntary. “However,” says MD Emma Miller, “ we undertake them annually, as we want to differentiate our services and really demonstrate that our working practices, ethics and knowledge of our business are second to none. With such excellent results, our customers really can see that we’re working with best-practice at our core at all times”

Credit control is a vital part of any business. It’s about doing good research on your clients, and giving credit only to those who demonstrate they are able to pay. And on time at that! A sale isn’t a sale until the money is in the bank – in other words, ‘it doesn’t count, until it’s in the account’.

It’s just one of a stable of tools a business can employ in their financial control armoury, but before you allow your customers to take goods from you, or before you send your team in to start work on a job make sure your client is credit-worthy.

Over the years, we at Top Service have noticed many similarities and distinct patterns appearing amongst the debts we’ve been asked to collect. It’s been possible to build a clear picture from these of how to avoid the situations in the first place, so we’d like to share a few of them with you.

1) TIP 1 – TIGHTEN UP ON CASH SALES

Due to the nature of this type of transaction few details are generally recorded.  Sometimes just a first name and the site address are taken.  The problem is that an alarming number of these ‘cash sale’ transactions are turning sour.  Cheques are bouncing, or perhaps the customer is not on site at the designated time to pay cash on delivery, but the order is dropped off anyway.

Alternatively, some ‘cash sale’ customers are also creeping onto a weekly or monthly ‘unofficial’ account by forgetting cheque books or cash and promising to ‘sort it out when I come in next week / month’.  If some of your  ‘cash sales’  are turning into  ‘bad debts’  it may be time to examine your procedures and tighten up your whole  cash sale  system.

2) TIP 2 – DON’T BURY YOUR HEAD IN THE SAND

Everyone is guilty of a little paper shuffling at some time, i.e., moving an awkward file between trays, desks, offices, departments, etc., without actually dealing with it.  The problem with debts is that the older they are the harder they are to recover. 

Be disciplined, set yourself a definite target for collecting the debt and stick to it.  If, for any reason, you are unable to collect make a firm decision about what to do next then be decisive. Either write it off or pass it to a third party for collection.

3) TIP 3 – BYPASS THE ‘OLD PALS’ ACT

Collecting money from people that have been good customers for the past twenty years can be awkward.  If you have the sneaking suspicion that they are taking advantage of your good nature then  the only option is to delegate responsibility to a third party. 

If you don’t want to pass the account to an outsider, at least ask someone else in your company to handle it.  You can then say without any conscience that you’d like to help but the matter is out of your hands.

4) TIP 4 – MAKE SURE A CREDIT APPLICATION FORM IS COMPLETED EVERY SINGLE TIME

Without fail.  The one you skip will be the one that turns bad.  Make sure you know who you’re dealing with before you start supplying.  If you don’t already use a credit application form then telephone us and we’ll send you a sample (01527 518800). 

Think about what will help you get paid quickly when you are designing your credit application form

Who authorises the payments? What’s the correct address for invoices? What information do they require to get your invoice processed?

Get the information while you can – once you’re owed money, the unwillingness to provide information starts.

5) TIP 5 – KNOW YOUR RIGHTS WHEN PAYMENT IS LATE

Your invoice has been submitted, the payment time has passed and now you have to make a decision.  A polite chasing call may be all it needs. Or an email. But what if you’ve chased a couple of times and got no response? At this stage you are entitled to add late payment interest and compensation charges. Click here to calculate how much you could be entitled to.

5) TIP 5 – USE TOP SERVICE TO CHECK THEM OUT OR COLLECT THE DEBT!

Being a specialist agency for the construction industry, we’ve built up a whole raft of insider information over our 25 years. We now have over 2,500 clients – from small builders’ merchants through to multi-nationals, who trust us to provide accurate, up-to-the-minute information to them.

If you’re about to do new business – check it out with us first.  Or if you find yourself in the unfortunate situation of having bad debts to chase – let us do it for you. We work on a no-win no fee basis.

For more information telephone our enquiries team on 01527 503991 or email enquiries@top-service.co.uk

When Top Service began trading 25 years ago, the market was very different. Of course, the internet was only in its infancy and not available to the general public, so research meant long phone calls and visits to public and council offices.  Nonetheless, founders Lisa Cardus and Kevin Halligan were determined to make a success of the business.

How things came about:

From their own personal experiences, they knew there was a real need for a specialist credit information provider and collection service. It was a construction boom time, with new developments springing up all over the UK – they spotted a gap in the market and set about filling it.

“Construction is a lengthy process, involving many layers of providers,” says Lisa. “People need to know that their business partners are financially stable – nobody wants a project going under halfway through completion. And that’s why setting up Top Service was so essential.

“In the early days, we had just a handful of small builders’ merchants as clients, but pretty soon, word got around about how we did business. At the core of the company’s values, we’ve always held integrity, transparency and community at our heart. We set out to genuinely care about our customers, and have continued to do so. We provide them with accurate information, excellent support and very reasonable terms. And that’s why we’re here 25 years on,” says Lisa.

Staff Are A Vital Cog Too:

“On the flip side, we also care about our staff. We truly believe that happy employees are productive, so we nurture staff development and a ‘family’ environment. That way, we grow our knowledge base and keep it close to home. We have a wealth of insider information at our fingertips – another secret weapon that helps us stay ahead of the competition.”

To date, Top Service boasts over 2,500 traders amongst our specialist community

What Our Customers Say:

We were there at the beginning,” says Martyn Rees, County Building Supplies, “and Top Service’s determination soon had even some of the most difficult old debts resolved. Top Service now seem to be the leading company in the industry the by word for information”

Plans For The Future:

Now recognised as the ‘go to’ company for all aspects of credit information, credit control and debt collection within the industry, Top Service has great plans for the future, including continued growth, whilst keeping up levels of customer service.

“We started life with a philosophy that customers are the priority,” says Lisa. “This remains embedded in our company values. Our customers are key, and we’d like to thank everyone who has supported us, for making the company what it is today.”