Mistakes That Cost You Time and Money
Many entrepreneurs — even with the law on their side — lose the chance to recover a debt quickly because of procedural oversights or tactical errors. Time is the creditor's biggest enemy and, at the same time, the debtor's ally — the longer you wait, the smaller your chance of recovering your money.
Below we present 7 critical mistakes we most often see in B2B debt collection — and how to avoid each of them.
Mistake #1: Reacting Too Late or Failing to Escalate
- The error: Waiting months for payment "because I've known this counterparty for years" or "I feel embarrassed chasing them".
- Consequences: A debtor with a liquidity problem will first pay those who push hardest. The later you start collecting, the less money you will find at the debtor — you may even face their bankruptcy.
- How to avoid it: Set up an iron-clad reminder procedure. If payment is not made within 7 days after the due date, immediately send a written demand for payment.
Mistake #2: No Proper Demand for Payment
- The error: Sending reminders by email or ordinary post, or omitting from them the exact description of the receivable or the warning about a BIG register entry.
- Consequences: You have no proof that the debtor received the demand — you will not be able to enter them into BIG.
- How to avoid it: Always send the Demand for Payment by registered post — or by email (only if the contract explicitly specifies the debtor's email address for demand letters) — and remember to clearly add the statutory recovery fee and the warning about the BIG entry.
Mistake #3: Using Generic Invoices and Contracts
- The error: Describing the subject of the sale / service on the invoice with vague labels such as "Advisory services for month X", or having no written contract at all.
- Consequences: If the debtor objects to the payment order, vague descriptions make it harder to prove the service was duly performed.
- How to avoid it: In the contract and on the invoice, describe precisely what the counterparty is paying for. Protect yourself with a retention-of-title clause — more in our article on payment protection.
Mistake #4: Not Tracking Limitation Periods
- The error: Assuming every B2B debt becomes time-barred after 3 years (as in most civil cases).
- Consequences: Certain debts — e.g. from transport services, leases, or sales — have shorter limitation periods (e.g. 1 or 2 years). Miss the deadline and the debtor can effectively refuse payment.
- How to avoid it: Review your outstanding invoices regularly. If a limitation deadline is approaching, file a lawsuit immediately — that interrupts the running of the limitation period.
- Note: a time-barred debt can still be collected outside the court — enter the debtor in BIG. More in our article on a time-barred invoice.
Mistake #5: Incorrectly Entering the Debtor in BIG
- The error: Adding the debtor to the National Debt Register (KRD) without first sending a separate registered letter informing them of the intention to make the entry.
- Consequences: Such an entry is unlawful. The debtor has the right to demand immediate removal of the entry and may even claim damages.
- How to avoid it: Strictly follow the procedure: separate demand letter warning about BIG → 30-day waiting period → entry in BIG.
Mistake #6: Focusing Only on the Largest Debts
- The error: Ignoring dozens of small but overdue invoices because "it's not worth chasing them".
- Consequences: Small but numerous arrears significantly hurt your liquidity. Debtors exploit your inaction.
- How to avoid it: Use professionals who can recover even the smallest debts on terms that work for you. It is often much easier to recover 1,000 PLN from a client than 100,000 PLN. Recovery of small debts is becoming economically viable.
Mistake #7: No Positive Verification (of the Paying Counterparty)
- The error: Checking a counterparty only when they start to default — not monitoring them throughout the cooperation.
- Consequences: You lose the chance to react quickly when their financial position suddenly deteriorates (e.g. they enter restructuring).
- How to avoid it: Set rules for monitoring counterparties (e.g. check them in BIG and MSiG once a quarter). If a warning signal appears, you can ask for immediate payment or change the terms (e.g. require prepayment).
Eliminate the mistakes, regain control — and your money!
Instead of manually tracking procedures, limitation periods, properly registered demand letters and the complex requirements of a BIG / KRD entry, you can use a comprehensive solution.
The Recover Debt Online platform replaces most of these time-consuming and risky steps.
We guarantee: a fast response, full legal compliance, effective escalation and cost-effective recovery of even the smallest debts — while at the same time interrupting the limitation period.
Don't let time work in your debtor's favour!