FAQ

When managing a case, the case manager has the option of “notifying” you of an action. This may be an e-mail received from the debtor or a partner, a payment, and so on. This allows the case manager to keep you informed of the evolution of your cases by only one daily message instead of multiple posts a day.

This Excel document contains the following: our reference number, your reference number, the date and type of action (email received, email sent, incoming phone call, etc.), the status of the case, the name of the debtor, and the message the case manager wanted you to pass along to stay informed about the progress of your case.

For more info regarding our efforts to protect private data, click here.

In geval van laattijdige betalingen schrijft de wet – zowel voor crediteur als debiteur – rechten en plichten voor.

 

Wanneer u zich in de positie van de crediteur bevindt, heeft u – volgens de wet – enerzijds recht om algemene verkoopsvoorwaarden op te stellen die u de mogelijkheid geven om een schadevergoeding te eisen van een debiteur bij laattijdige betaling. In B2B zaken, is de wet wat soepeler en heeft u meer mogelijkheden. Deze vergoedingen hebben tot doel de schade te vereffenen die is ontstaan door de laattijdige betaling van de debiteur, en zijn dus erg belangrijk.

Het is voor u als crediteur belangrijk dat u, bij doorgave van het dossier aan TCM, de stipulaties inzake intresten en schadevergoedingen aan ons overmaakt. TCM probeert die bijkomende bedragen, waar u wettelijk gezien recht op heeft, steeds te innen om zo de kost van het incassogebeuren op die manier te compenseren. Het is voor u als crediteur dus belangrijk om eigen algemene voorwaarden op te stellen gezien deze doorgaans voordeliger zijn dan de algemene wettelijke bepalingen, en om de procedure verder te zetten ook al is de hoofdsom betaald.

Wanneer u zich in de positie van de debiteur bevindt, moet u volgens de wet uw facturen betalen binnen de termijn die overeengekomen is met de crediteur. Als u dit niet doet, bent u in fout,en zullen bijkomende kosten boven het oorspronkelijke saldo worden aangerekend (meer bepaald intresten en schadevergoeding). U bent verplicht om deze wettelijk opgelegde bedragen, of de op voorhand afgesproken bedragen die zijn opgenomen in de algemene voorwaarden van de crediteur, te vereffenen. Door de opdracht te laten uitvoeren, accepteert u deze voorwaarden alsook de aangeduide kosten in geval van laattijdig betalen. Het is zeer belangrijk om deze algemene voorwaarden te lezen bij elke nieuwe aankoop of bestelling. Eens uw bestelling is doorgegeven, wordt ervan uitgegaan dat de voorwaarden geaccepteerd zijn. U kan dan niet meer weigeren om die bedragen te betalen.

You will receive a monthly statistical statement at your e-mail address (unless you have asked not to receive one). This statistical overview contains information about each file pending with us and the files that were closed during the last month.

You can also use our secure platform download statistics. You can designate different files (open, closed, etc.) or select all your files, then download a file with the files’ characteristics (identification, amounts, etc.).

Furthermore, TCM gives you the ability to request personalized statistics.

In our system, your e-mail address is your unique identifier. Due to technical reasons, it cannot be easily changed.

If you do change your e-mail address, please notify us of this keep abreast. We will make the necessary changes.

To access you files, you must log in to our online secure platform. Here you will be asked for a password and username.

The username is your e-mail address.

If you have forgotten your password, go to the platform, enter your email address and click on ” forgot password “. Our system will send you an automatic email to reset your password. This way you can set a new password and have immediate access to your online records.

• You can log on to our platform using your login and password to get an update on the progress of each of the files entrusted to us;
• For specific questions, you may at any time contact with us.

TCM is committed to providing the most transparent communication possible regarding the actions taken to collect the debt. For further questions and comments, please feel free to contact us directly at any time:

• By phone (general number 016 74 52 00),
• Or in other words sign up on our platform and send us a secure message,
• We recommend avoiding emails if the message contains personal – or private – information (e.g. “Mr. X must pay X € …”).

We will be happy to provide you with further explanations over the phone or respond to your message within 24 hours. Of course, it goes without saying that, depending on the circumstances of the case, our response will arrive somewhat later in certain cases. Our goal is to resolve the case as quickly as possible, which implies that we will respond as quickly as possible.

Note: Please include our reference number (such as “000/0000/00000”) with each communication (or at least your own reference number, or the name of the debtor) so that we can retrieve the file in question as quickly as possible.

Legislation does not allow us to charge collection fees to the debtor.

When it is a private debtor, Articles 2 and 5 of the law of December 20, 2002 applicable to the amicable collection of unpaid invoices.

These articles stipulate that it is prohibited to charge the consumer any compensation, other than the amounts agreed upon in the underlying contract in case of non-compliance with the contractual commitments.

The law is more flexible when it comes to a company than – to a debtor, and allows for higher charges to be stipulated in the general terms and conditions. If you have not drawn up general terms and conditions, you can fall back on the standard legal provisions: interest based on 8% per year (^1ste trimester 2018: adjustment per trimester) as well as liquidated damages of EUR 40.

Thus, drafting your own terms and conditions is extremely important in the context of unpaid invoices, and we ask that you give it your due consideration.

TCM forwards the statements via mail at the end of the month, for the past month.

In the event of a payment of a current file with TCM, it is important to let us know as soon as possible via the platform (or via mail if no personal – /private data is involved). This will reduce wasted time in managing the file and will enhance your professional image to the client.

Thank you for specifically stating the amount received and the date you received the payment.

TCM remits the amounts received to you monthly.

When forwarding a new file for collection, it is important to make sense of the different amounts.

TCM automatically calculates the total debt as a function of the terms and conditions, in other words “what is indicated regarding INTEREST and damages‘.

Volgende info is daarbij belangrijk:

• The following info is important here:
• For each invoice: the invoice number, date, due date and amount awarded.
  For each payment already received on the day you forward the file: the payment date, the amount of the payment, and, if possible, the invoice to which the payment relates.

This allows our system to automatically calculate the balance of the debt including interest and damages.

If an amicable solution is not feasible, you can initiate legal proceedings through TCM Belgium.

The duration of the collection process depends on factors such as the complexity of the file, availability of data, and the region.

At TCM Belgium we start each collection process with a thorough analysis of your file. We not only check the debtor’s solvency, but also collect and verify crucial data. Personal contact is central to this.

Our goal is to provide clarity on the feasibility of an amicable solution within three weeks, always taking into account relevant B2C and B2B laws.

If an amicable solution is not possible, we can take legal action, both in Belgium and internationally.

No, at TCM Belgium there are no subscription requirements, minimum amounts or minimum file transfers.

No, in addition to collecting unpaid invoices in Belgium, thanks to our membership with the TCM Group active in more than 100 countries. We can collect your unpaid invoices worldwide.

Our collection process works on the “No Cure, No Fee” principle.

We operate a No Cure, No Fee model where our commission is charged only on amounts collected.

When opening a new file, it is important to give us the copies send all the supporting documents you have in your possession. These documents can be the following:

 

• invoices or equivalent,
• signed contract by both parties and/or the terms and conditions applicable to the transmitted file (in the case of an educational institution, a copy of your by-laws signed by the parents),
• sent reminder letters as well as correspondence with the debtor regarding the debt.

It is also important that you provide all known information about the debtor in question. In particular:

• name of the company,
• VAT number,
• name, first name of the debtor or of the person responsible for the purchase within a company,
• complete address,
• date of birth of the debtor,
• phone number,
• e-mail address,
• fax number,
• Anything that might be useful to contact the debtor.

Please note, when forwarding the debtor’s information, please follow the measures around the GDPR regulations (May 2018) to be respected. Send everything through our secure platform!

TCM Belgium offers collection services for all sectors and businesses.

TCM Belgium distinguishes itself by:

 

1. International collection expertise: As a member of the TCM Group we are specialized in the international collection of unpaid invoices, supported by the unique guarantee fund of the group. We guarantee that collected funds are safely and quickly deposited into your account worldwide, regardless of geopolitical situations. We additionally know who we entrust the collection of unpaid invoices to, we do not work through a simple google search but know our partners.
2. On-site visits to debtors: Our lawyers, who are on our own payroll, visit debtors on site. This personal contact often leads to an amicable solution, which is essential in our collection process.
3. Advanced IT solutions: We invest in IT systems that provide a transparent, efficient and user-friendly process for managing and tracking files.
4. Strong partnerships: Collaborations with Belgian professional federations, accounting firms and insurance brokers give our clients access to advantageous rates and extensive industry experience.
5. Training Center: We share our knowledge through webinars and physical training, both internally and by invitation to clients and educational institutions.

At TCM Belgium you can access a wide range of debt collection services, including:

 

• The collection of unpaid invoices in Belgium and internationally in more than 100 countries.
• On-site visits to debtors by our lawyers, who are employed by us.
• Legal succession of files, both in Belgium and internationally.
• Pre-collection support with a white-label option.
• Internal audit of collection processes.
• Credit management services.
• Trainings and training sessions on various debt collection topics, both online and physical, for clients, schools and universities.

TCM Belgium is a leading collection agency, founded in 1993, with more than 30 years of experience in collecting unpaid invoices in Belgium and internationally.