Veldmaat Payments / BG-Demo – Negotiation
Callcompleted
Veldmaat Payments · 27 Nov 2025 14:30
Veldmaat Payments wants implementation and quarterly subscription invoiced separately, with amounts matching the order form. Signature is targeted for 2025-12-16, with three open points still to close.
What was said
What this says
As at Fri 9 Oct 2026Veldmaat Payments wants implementation and quarterly subscription invoiced separately, with amounts matching the order form. Signature is targeted for 2025-12-16, with three open points still to close.
What happened: Tom Ashdown and Owen Tallis worked through three open points with Joost Verbeek and Ruben Smit: invoice structure, connector days and the discount.
Customer view: Ruben needs implementation and subscription as separate lines, quarterly invoices, correct reverse-charge VAT wording and amounts identical to the order form. Joost wants it written that the order form is what was agreed.
Commercial: Owen said there is room for a discount on the first term only and none after. He also said the price list may move before renewal.
Watch: Joost needs one complete draft for a one-week legal read. The remedy for a late connector is still to be confirmed in writing.
Themes
As at Fri 9 Oct 2026Theme
Order form terms negotiation
Importance
neutral
Sentiment
neutral
Voice
champion
Who was there
BG-Demo
CRMmade from
Them
CRMmade from
Follow-up
Next steps
As at Fri 9 Oct 2026- Tom Ashdown sends one complete revised draft with the invoice schedule, copying Ruben Smit, by the end of this week.
- Tom Ashdown has BG-Demo finance send the reverse-charge VAT invoice wording to Ruben Smit.
- Tom Ashdown confirms in writing what the order form says about connectors not live in time.
Risks
As at Fri 9 Oct 2026- Ruben says he will not pay any invoice that differs from the order form.
- The remedy for a connector not live in the promised days is still to be confirmed in writing.
- A draft that arrives in pieces would break the one-week legal read and the 2025-12-16 signature target.
Opportunities
As at Fri 9 Oct 2026- Clear invoice structure and early honesty on discounting build trust before the first renewal.
Transcript
Tom AshdownAfternoon, everyone. Joost, Ruben, welcome. Owen's with me, you'll have seen his name on the invite.
Owen TallisAfternoon. Thanks for making the time. Ruben, good to meet you, I know you've the invoices on your desk.
Ruben SmitGood afternoon. Yes. I have the draft order form and the invoice schedule. I have a question about the amount.- Owen TallisGood, we'll get to it. First, just so we're all on the same page. Where does the deal stand against the date? We've got Tuesday 16 December 2025 as the target for signature. Joost, is that still realistic from your side?
Joost VerbeekYes. It is realistic if the open points close this month. There are three. The invoice structure, the connector days, and the discount.- Owen TallisThat's a clear list. Take them in that order, then. Ruben, what do you see?
- Ruben SmitThank you. I see one amount in the draft: fifty-seven thousand pounds. This does not correspond with how we pay. We pay subscriptions quarterly. The implementation is a one-time cost. I need these as separate lines.
- Owen TallisUnderstood. The fifty-seven is the total for the first year with implementation inside. In the order form it's two things. A one-off implementation fee, and an annual subscription. The invoices will follow that.
- Ruben SmitSo the invoice for the implementation is one invoice. And the subscription is four invoices, one for each quarter.
- Tom AshdownIf you want it quarterly in advance, yes. Standard's annual up front, but quarterly's no problem. Thirty-day terms on each.
- Ruben SmitThirty days is acceptable. Please state on the invoice the reverse-charge VAT. It must be written correctly or I cannot pay.
- Owen TallisNoted. I'll have our finance team confirm the exact wording with you, rather than me guess at it. Tom, can you action that?
- Tom AshdownLeave that with me. I'll ask them to send the sample invoice wording straight to Ruben.
- Ruben SmitPlease confirm by return. And one more. The amount on each invoice must be the same as the order form. If it differs, I do not pay. I cannot discuss why.
- Owen TallisThat's exactly right, and I'd say it's the same on our side. The executed order form decides what's invoiced. If an invoice ever disagrees, the order form wins and we correct the invoice.
- Joost VerbeekGood. That is a sentence I want in the contract. What was agreed was the order form. Not anything else.
- Owen TallisIt's how the MSA works already, Joost, but I'm happy to point to the clause so you can see it.
- Joost VerbeekPlease. Next point. The connector days. Tom, you promised the number.
- Tom AshdownI did, and I'm sorry, it's not as tidy as it should be. Hannah's team have given me the days per connector and they're in the latest draft, section three. HubSpot and Zendesk first, then the accounting system. I'll flag it in the email as well.
- Joost VerbeekI saw them. They are acceptable. One question. If a connector is not live in those days, what happens?
- Owen TallisThen we've missed a commitment in the order form, and that's our problem to fix. I'd rather not improvise the remedy on a call, so Tom will confirm in writing exactly what the order form says about it.
- Joost VerbeekGood. In writing. Then the discount.
- Owen TallisHere's where I'll be straight with you. There's room on the first term, within our rules, and Tom will put exactly what I'm allowed to do in the revised draft. After the first term, there's no discount, and I won't suggest otherwise. I don't want us discounting twice and you being surprised at the renewal.
- Joost VerbeekThat is fair. I prefer it said now. In my experience, the supplier says nothing, and in the second year there is a shock.
- Owen TallisPrecisely why I'd rather say it. The price list can also move between now and your renewal, and you'd see that notice well ahead.
- Joost VerbeekOkay. Then I accept the principle. I need to see the number in the draft.
- Owen TallisFair. Who signs on your side, by the way? I always ask early.
- Joost VerbeekOur managing director signs. I recommend, and our legal reads it. I think this will take one week.
- Owen TallisThen what's the next dated step? I'd like the revised draft with you by the end of this week, your legal team reading next week, and signature ahead of the sixteenth. Does that match your calendar?
- Joost VerbeekIt matches. If the draft is complete. If it comes in pieces, it is not one week.
- Tom AshdownOne document, one email, everything in it, I promise. And I'll copy Ruben so he's got the invoice schedule at the same time.
- Ruben SmitThank you. I will check the amounts against the order form and tell you by return.
- Owen TallisPerfect. Thanks, everyone. Tom, keep me posted, and let's not let this sit.
- Tom AshdownWill do. Cheers, all.
- Joost VerbeekThank you. Goodbye.
Callsmade from