Brinkerhof Distributie / BG-Demo – Negotiation
Callcompleted
Brinkerhof Distributie · 9 Oct 2025 15:15
Negotiation with Brinkerhof's finance side. The Financial Director wants a clear split of implementation and subscription, quarterly invoicing and a first-term adjustment on paper. Signature is targeted for 10 Nov 2025.
What was said
What this says
As at Fri 9 Oct 2026Negotiation with Brinkerhof's finance side. The Financial Director wants a clear split of implementation and subscription, quarterly invoicing and a first-term adjustment on paper. Signature is targeted for 10 Nov 2025.
What happened: Owen Tallis joined Sophie Ling because terms were on the table. Ruud Verhoeven asked how the proposal front page figure relates to the invoices, then asked for quarterly invoicing and price flexibility.
Customer view: Ruud accepts that any discount applies to the first term only and that renewal moves to the list price in force then. Ilse Smits will release an invoice only if it matches the contract and purchase order.
Commercial: Owen offered to look at a first-term adjustment if the order form is signed by 10 Nov 2025, with the figure sent on paper by Sophie. The evidence does not show whether it was signed.
Watch: Ilse wants the credit query wave in the plan with a date and herself as owner. Elena Novak, the customer success manager, is named for renewal notice but was not on the call.
Themes
As at Fri 9 Oct 2026Theme
Order form and first-term price
Importance
neutral
Sentiment
positive
Voice
decision-maker
Who was there
BG-Demo
CRMmade from
Them
CRMmade from
Follow-up
Next steps
As at Fri 9 Oct 2026- Sophie Ling sends the revised order form with the figure on it to Ruud and Ilse on one email.
- Ilse Smits sends the invoice format and reference details for Sophie to include.
- Sophie Ling puts the credit wave in the kick-off plan with Ilse as owner.
Risks
As at Fri 9 Oct 2026- A first-term adjustment is conditional on signature by 10 Nov 2025, and the evidence does not show the outcome.
- Invoices that do not match the contract and purchase order cannot be released by the credit manager.
- The customer now knows renewal moves to the list price in force then, which may meet resistance later.
Opportunities
As at Fri 9 Oct 2026- Quarterly invoicing for the subscription can be written into the order form to help close.
- A dated second wave for credit queries by email could widen use beyond the account managers.
Transcript
Sophie LingGood afternoon, everyone. Can you all hear me? Femke, Ruud, and I think Ilse has just come in.
Ilse SmitsGood afternoon. Yes, I'm here. I hope I'm not late, I was finishing a call with a customer.- Sophie LingNot at all, we've only just started. Let me introduce Owen Tallis, our VP Sales. Tom has handed the account to me, and Owen's joining because we're talking terms.
Owen TallisAfternoon, all. Pleased to meet you properly. Tom speaks very highly of you. Right, can I start by asking where we stand against the date? We were looking at 10 November 2025 for signature.
Femke van GestelGood afternoon, Owen. Yes, that is still the plan from our side. Last time we agreed that Ilse reviews the invoice schedule, and Ruud reads the order form. Ruud, you have done it?
Ruud VerhoevenI have read it. I have questions. First: is this in the contract? The split between the implementation and the subscription. On the proposal, the front page says fifty-six thousand. That is not what the invoice will say.- Owen TallisGood, let's be precise on that. The fifty-six thousand pounds is the total deal value, with the one-off implementation fee inside it. It's not the yearly subscription. The order form shows two lines, and each invoice will match one of those lines. So when Ilse sees an invoice, she can tick it against the order form.
- Ilse SmitsThat is what I need. When we receive an invoice, I match it to the contract and the purchase order. If something does not match, I cannot release it. Even if it is small.
- Sophie LingUnderstood, Ilse. We can put the legal entity name and the reference you want to see on the invoices, if you send me how your system expects it. I'd rather get that right at the start than correct it after the first one.
- Ilse SmitsI will send you the details by email. Our system is strict about the format.
- Sophie LingPerfect, thank you.
- Ruud VerhoevenSecond question. Quarterly invoices. Can we have the subscription invoiced quarterly, not yearly in advance?
- Owen TallisYes. Quarterly is available on request, so I can put that in the order form. The standard is annual in advance, but quarterly is no problem. It just needs to be written in so nobody is surprised later.
- Ruud VerhoevenNo surprises. Good. Then the price. I have to ask. Is there flexibility?
- Owen TallisThere is some, and I'd rather say that plainly than dance around it. Where we can move is on the first term only. Not on the renewal, and not as something that carries on. We don't discount twice.
- Ruud VerhoevenWhat does that mean for us in the second year?
- Owen TallisIt means that whatever we agree now applies to the first term. At renewal you move to the list price in force at that time. I'd rather you hear that from me today than find it in a renewal letter. And Elena Novak, your customer success manager, will give you notice well ahead of that renewal.
- Femke van GestelThat is fair. At least it is clear. Ruud, you prefer clear.
- Ruud VerhoevenI do. Clear is acceptable. But I need something to take to the board. If you can do something on the first term, I can say yes faster.
- Owen TallisRight. Then here's what I'd propose, and Sophie will confirm it in writing. If we can have the order form signed by the tenth of November, I'll look at a first-term adjustment within our usual limits. What I won't do is promise a figure on the call and then rewrite it afterwards. Sophie sends the revised order form with the number on it, and you can judge it on paper.
- Ruud VerhoevenThat is acceptable. A figure on paper. Not on the call.
- Femke van GestelAnd the implementation? I need to know what the plan is after signature. The account managers should start quickly. The orders and complaints first.
- Sophie LingYes. The order form lists the connectors for the first wave, and the commitment to be live within a set number of days is written against them. I'll make sure the orders system, the helpdesk and the CRM are named explicitly, so there's no argument about what's in scope. Credit queries by email we can treat as the next wave.
- Ilse SmitsCredit is my area. If the credit queries come later, that is fine, but I want them in the plan with a date. Otherwise they stay in my inbox for a year.
- Owen TallisFair challenge, Ilse. What's the next dated step on that? Sophie, can you put the second wave in the kick-off plan, with Ilse named as the owner on your side?
- Sophie LingYes, I'll do that. Ilse owns the credit wave, Femke owns the account manager rollout.
- Femke van GestelGood. And who signs? On your side.
- Owen TallisGood question, and I should ask the same of you. On our side I'll sign for BG-Demo. On yours, Ruud, I assume it's you?
- Ruud VerhoevenYes, I sign. After I have read the final version. Not before.
- Owen TallisThat's how it should be. So, to recap, and stop me if I get any of it wrong. One: the order form shows the implementation and the subscription as separate lines, with the fifty-six thousand as the total. Two: quarterly invoicing for the subscription. Three: any adjustment applies to the first term only, and you'll see it on paper from Sophie. Four: Ilse sends the invoice format details, and Sophie includes them. Five: signature targeted for 10 November 2025.
- Ruud VerhoevenThat is correct. Add one thing. Send the revised order form to Ilse and to me together. So she can check the format before I read the rest.
- Sophie LingDone. Both of you, on the same email. I'll aim to get it to you early next week.
- Femke van GestelGood. Thank you, Sophie. Thank you, Owen. This was practical.
- Owen TallisThanks, all. Appreciate the straight questions. Speak soon.
- Ilse SmitsThank you. Goodbye.
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