Query on July invoice against the executed order form
Email thread Veldmaat Payments · billing
Annelies de Vries says the July invoice does not match the executed order form and holds it unpaid until a credit note or corrected invoice arrives. Rachel Dunmore says the invoice came from the CRM deal record and the CFO must approve any credit.
What was said
What this says
As at Fri 9 Oct 2026Annelies de Vries says the July invoice does not match the executed order form and holds it unpaid until a credit note or corrected invoice arrives. Rachel Dunmore says the invoice came from the CRM deal record and the CFO must approve any credit.
Ask: Annelies cites the executed order form for the term starting 5 Jan 2026, at £45k for 40 licensed users. She wants written confirmation of the basis and a corrected invoice or credit note.
Customer view: She states the order form alone governs price and terms, the CRM deal record is not a contract, and disputed invoices are not part-paid. By 21 Jul 2026 she wants the CFO's decision in writing.
BG-Demo position: Rachel says the invoice was raised from the CRM and the CFO review is under way. The thread does not show the invoice amount, the outcome or a date.
The thread
Updated 9 Oct 26Messages
Annelies de Vries 14 Jul 2026 11:20Dear Rachel, I have checked the invoice issued in July against our contract file. The amount does not match the executed order form for the term starting 5 Jan 2026. According to the executed order form, the contracted annual recurring revenue is £45,000 for 40 licensed users. The invoice does not reconcile to those terms. Please confirm in writing the basis on which the invoice was raised, and send a corrected invoice or a credit note as appropriate. Until this is resolved the invoice is on hold in our ledger. Kind regards, Annelies de Vries Finance Controller
Rachel Dunmore 17 Jul 2026 10:49Dear Annelies, Thank you for your note. I have copied Elena Novak, your customer success manager, so she has the full picture. The invoice was raised from the deal record in our CRM, as our process requires. I am now comparing it with the executed order form and will confirm what I find in writing. I can see the point you are making about the term and the licensed users. I cannot agree any credit note until our CFO has signed it off, so I have asked for that review in parallel. Kind regards, Rachel Dunmore Finance Manager- Annelies de Vries 20 Jul 2026 11:58Dear Rachel, Thank you. To be clear on our position: the executed order form is the only document that governs price and terms. The CRM deal record is not a contract document and we cannot rely on it. Please let me know when the comparison is complete. We do not pay disputed invoices in part, and we will not pay this one until a credit note is received or a corrected invoice is issued. Kind regards, Annelies de Vries Finance Controller
- Rachel Dunmore 20 Jul 2026 12:59Dear Annelies, Understood. I have the executed order form open next to the invoice and have passed the difference to our CFO this morning. I will not quote a date for the credit note until it has been signed off. As soon as it is, I will send it to you with the corrected figures, for your records. Kind regards, Rachel Dunmore Finance Manager
- Annelies de Vries 21 Jul 2026 15:38Dear Rachel, Noted. Please confirm in writing, once the CFO has decided, whether a credit note will be issued and for what amount. A verbal indication will not be sufficient for our records. The invoice remains unpaid until a credit note is received. Kind regards, Annelies de Vries Finance Controller