Protecting Your Receivables

Here is something I wrote after the residential housing bubble burst in order to help my clients protect themselves.  Over the last few months we have seen a size able up-tick in commercial clients having trouble getting paid, so I thought I would re-post it here.  Even though the Dallas local economy is “good” compared to other parts of the country I think right now you can’t be too cautious in protecting your business.

1) Require a Credit Application

Whether your clients are other businesses or individuals, if your client has an open account with you in which you are supplying a good or service prior to getting paid, you must first require a completed credit application. The credit application should include:

* Full legal name   
* Address   
* Social Security or Tax Identification Number

If your client fails to pay their account, your costs in collecting will be much lower if you have adequate information.

2) Require a Personal Guarantee

If you enter into contracts with other companies, you should always require a personal guarantee from the person acting as principle of the company. If your client fails to pay on the account, or otherwise breaches your contract, the principle is personally responsible to you as well as their company.

3) Receivable Turn-Around

Re-structure your companies billing cycle to issue invoices immediately or, at the very least, monthly. Also, shorten the due-date. Your companies accounting will operate much more smoothly without a 45 – 60 day lag in receivables. You will also be able to more accurately estimate your income for operating.  This also helps companies that can use Mechanic’s liens to recover money owed by being able to notify and file within the deadlines of the statutes.

Retainage Claims

*** UPDATE See Law Changes: http://www.kmdalegal.com/construction-law/law-changes-lien-waivers-and-retainage-notices/

Did you know that if you are having any retainage withheld from your draws that you are required to send an additional Retainage Notice?  This is generally ONE notice that gets sent out towards the beginning of the project that protects your rights to lien the retainage later down the line if the Owner or General Contractor fails to pay it.

Like the other Mechanic’s Lien laws, there are specific deadlines you must follow:

  • First Tier-Notice to the Owner by the 15th day of the second month following FIRST MONTH of delivery / work
  • Second and Below Tiers-Notice to the Owner and the General Contractor by the 15th day of the second month following FIRST MONTH of delivery / work.

It seems like lately, and in this declining economy, contractors are “writing off their retainage” more and more frequently.  They are having a harder time getting paid the retainage amounts.  If, you do not want to lose the right to your retainage (which, a lot of times, are quite large amounts), you have to follow the retainage statute.  If you are having any retainage withheld and are not sending a Retainage Notice letter at the beginning of the project, as set forth above, you are not protecting your rights to this money!

A lot of people don’t understand this portion of the mechanic’s lien law.  The best way I can explain it is that the “typical” mechanic’s lien notice letters are not practical for retainage funds that are withheld.  Because most contractors submit multiple payment applications, instead of sending a notice letter every month (because you won’t get paid on the retainage until the completion of the job which is past all bond or lien deadlines), the code allows you to simply send one letter at the beginning of the project to cover all the monies withheld for retainage.  Then, if for some reason you are not paid upon final completion, you can make a bond or mechanic’s lien claim for the retainage amounts AND you have already fulfilled your “notice letter” requirements pursuant to the Texas Property Code.

Without following these rules, you have basically given the GC your retainage. As a matter of fact, I know GCs in Lewisville that count on the fact that you aren’t going to get this right when you contract with them. This is how they are able to underbid city jobs time and time again. Does this sound familiar?

December Mechanic’s Lien Reminder

December Mechanic’s Lien Deadlines

Commercial Projects

1st Tiered Claimant:

Your notice letters are timely for work done any time after September 1, 2009.
Your mechanic’s liens are timely for work done any time after August 1, 2009.

2nd Tiered Claimant:
Your notice letters are timely for work done any time after October 1, 2009.
Your mechanic’s liens are timely for work done any time after September 1, 2009.

Residential Projects

For all Claimants:

Your notice letters are timely for work done any time after October 1, 2009.
Your mechanic’s liens are timely for work done any time after September 1, 2009.

Warranty Deed or Quitclaim Deed – what’s the difference and why should you care?

Every now and then, someone comes to my office needing a “Deed.”  Usually, they have heard the term Quitclaim deed and specifically ask for that.  But, many people (including some attorneys, I’m chagrin to admit), do not understand the difference between a Quitclaim Deed and a Warranty Deed.  To say the difference is huge would be an understatement.

In layman’s terms, a Quitclaim deed only transfers the person’s interest in the property.  Meaning, if I have anything, all that I have, I will surrender it to you.  It doesn’t really promise or guarantee that the person even owns any portion of the property.  If they don’t own an interest in the property, the Quitclaim Deed is worthless and you have no recourse (in other words, it would not be considered a breach of contract that you could sue under).  You got, nada, zip, zilch.  It’s simply a piece of paper.

A Warranty Deed, on the other hand, makes certain representations about what is being deeded.  The language usually says something like the Seller “grants, sells and conveys the property to the Buyer … to have and to hold it … forever, and binds Seller and Seller’s heirs to warrant and forever defend the property to the Buyer.”  As you can see, this type of document warrants to the Buyer that the Seller actually owns the land and has the right to sell it. Such a warranty is called the “warranty of title,” and it is expressed in the form of a Warranty Deed.

Now, I’m not saying that we don’t use Quitclaim Deeds.  Normally, we see those in situations where family members are deeding property to their children.  Their children don’t doubt that their parents own the property and are not trying to get them to make any express representations about what they do and do not own.  However, in arm length transactions, where there is a Buyer and a Seller and the Buyer is paying good money to the Seller, a General or Special Warranty Deed is used to assure the Buyer that the Seller actually owns the property and has the right to sell it.

Now, this might be a piece of perfectly worthless information to you but at some point there may come a time where you either have to understand what someone is trying to sell you or, perhaps if you are lucky, what you were given.  While both deeds might sound like they are accomplishing the same thing, it’s important to remember that not every deed truly “deeds” you anything.

From Over The Weekend Reading

I’ve been waiting for more of these stories to really start coming out and to start overshadowing the residential real estate issues.

Why this commercial real estate bust is different - BusinessWeek

Gloomy times for commercial real estate – San Francisco Chronicle

Las Vegas construction nears standstill - Las Vegas Sun