Payment Terms and Requirements

• Enforcement Agents: We aim to process approved Enforcement Agent invoices within 7 days of receipt, provided the file is complete and no query arises. A complete submission will normally include our reference, the attendance address, job type, date of attendance, a clear breakdown of hours and charges, the full attendance report, all relevant photographs, body-worn or supporting evidence where required, and confirmation that any keys, notices, inventories or other file-critical items have been returned or uploaded. Payment may be deferred where the file is incomplete, under review, subject to client query, or where compliance concerns, reconciliations or outstanding documentation remain.
• Locksmiths: We aim to process approved locksmith invoices within 72 hours of receipt where the work has been completed, the file requirements have been met and no issue arises as to scope, pricing or workmanship. A valid submission should include our reference, site address, date and time of attendance, a clear breakdown of charges, photographs showing the point of entry and completed works, confirmation of keys provided or returned, and any additional evidence reasonably requested. Payment may be held pending verification of the work carried out, clarification of charges, receipt of missing evidence or resolution of any complaint or dispute.
• Other Contractors and Suppliers: Unless otherwise agreed in writing, payments to other contractors and suppliers will be processed in accordance with the payment terms stated on the approved invoice or agreed purchase arrangement. Payment remains conditional upon a valid invoice, satisfactory performance of the relevant work, and completion of any checks, approvals or reconciliations reasonably required by UK Bailiff Services Ltd.
• Client Funds and Onward Remittance: Where monies are received by us for onward transmission to a client, we will usually aim to remit cleared and reconciled sums within 48 hours. This is subject to funds clearing into our account, confirmation of the correct allocation, deduction of any agreed fees, disbursements or authorised charges, and the absence of any legal, banking, accounting or operational issue requiring review. Time may be extended where funds require tracing, reconciliation or further verification.
• Invoice Standards: All invoices must clearly state the supplier’s full trading name or individual name, correspondence address, contact details, our reference, your own invoice reference, invoice date, a clear description of the work or attendance, VAT registration details where applicable, and correct bank details. We reserve the right to reject or return incomplete, inaccurate or duplicate invoices and to suspend processing until a compliant invoice is received.
• Queries, Deductions and Set-Off: UK Bailiff Services Ltd may pause, withhold or adjust payment where there is a genuine query as to hours, charges, duplicated items, unauthorised expenditure, incomplete work, missing file material, client complaint, compliance concern, accounting discrepancy, damage allegation or any other matter reasonably requiring review. Where permitted by contract or law, we may also exercise a right of set-off against sums otherwise due.
• Payment Method and Timing: Payments are normally made by bank transfer. Once released, receipt times remain subject to the banking system used by the receiving bank. UK Bailiff Services Ltd is not responsible for delays caused by incorrect bank details supplied on the invoice or by banking system checks outside our control.
• Raising a Query: If you believe there is a payment issue, you should raise it promptly with Accounts in the first instance, ideally by telephone followed by email with the relevant reference and supporting documents. This allows the matter to be traced and reviewed efficiently. Query emails may be sent to invoice@ukbailiffs.org.
• Escalation: If a genuine complaint remains unresolved after internal review, you may set out the issue in writing to legal@ukbailiffs.org. We aim to review escalated complaints as promptly as reasonably possible, although complex matters may require additional time where file checks, management review or third-party input is needed.