Veldmaat Payments / B-Brain – Negotiation
Callcompleted
Veldmaat Payments: documents · 2025-11-27 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
Current to 10 Oct 26Veldmaat 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
Current to 9 Oct 26Theme
Order form terms negotiation
Importance
neutral
Sentiment
neutral
Voice
champion
Who was there
B-Brain
CRMmade from
Them
CRMmade from
Follow-up
Next steps
Current to 9 Oct 26- Tom Ashdown sends one complete revised draft with the invoice schedule, copying Ruben Smit, by the end of this week.
- Tom Ashdown has B-Brain 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
Current to 9 Oct 26- 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
Current to 9 Oct 26- Clear invoice structure and early honesty on discounting build trust before the first renewal.
Transcript
Tom Ashdown NoneAfternoon, everyone. Joost, Ruben, welcome. Owen's with me, you'll have seen his name on the invite.
Owen Tallis NoneAfternoon. Thanks for making the time. Ruben, good to meet you, I know you've the invoices on your desk.
Ruben Smit NoneGood afternoon. Yes. I have the draft order form and the invoice schedule. I have a question about the amount.- Owen Tallis NoneGood, 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 Verbeek NoneYes. It is realistic if the open points close this month. There are three. The invoice structure, the connector days, and the discount.- Owen Tallis NoneThat's a clear list. Take them in that order, then. Ruben, what do you see?
- Ruben Smit NoneThank 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 Tallis NoneUnderstood. 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 Smit NoneSo the invoice for the implementation is one invoice. And the subscription is four invoices, one for each quarter.
- Tom Ashdown NoneIf you want it quarterly in advance, yes. Standard's annual up front, but quarterly's no problem. Thirty-day terms on each.
- Ruben Smit NoneThirty days is acceptable. Please state on the invoice the reverse-charge VAT. It must be written correctly or I cannot pay.
- Owen Tallis NoneNoted. I'll have our finance team confirm the exact wording with you, rather than me guess at it. Tom, can you action that?
- Tom Ashdown NoneLeave that with me. I'll ask them to send the sample invoice wording straight to Ruben.
- Ruben Smit NonePlease 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 Tallis NoneThat'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 Verbeek NoneGood. That is a sentence I want in the contract. What was agreed was the order form. Not anything else.
- Owen Tallis NoneIt's how the MSA works already, Joost, but I'm happy to point to the clause so you can see it.
- Joost Verbeek NonePlease. Next point. The connector days. Tom, you promised the number.
- Tom Ashdown NoneI 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 Verbeek NoneI saw them. They are acceptable. One question. If a connector is not live in those days, what happens?
- Owen Tallis NoneThen 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 Verbeek NoneGood. In writing. Then the discount.
- Owen Tallis NoneHere'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 Verbeek NoneThat is fair. I prefer it said now. In my experience, the supplier says nothing, and in the second year there is a shock.
- Owen Tallis NonePrecisely 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 Verbeek NoneOkay. Then I accept the principle. I need to see the number in the draft.
- Owen Tallis NoneFair. Who signs on your side, by the way? I always ask early.
- Joost Verbeek NoneOur managing director signs. I recommend, and our legal reads it. I think this will take one week.
- Owen Tallis NoneThen 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 Verbeek NoneIt matches. If the draft is complete. If it comes in pieces, it is not one week.
- Tom Ashdown NoneOne 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 Smit NoneThank you. I will check the amounts against the order form and tell you by return.
- Owen Tallis NonePerfect. Thanks, everyone. Tom, keep me posted, and let's not let this sit.
- Tom Ashdown NoneWill do. Cheers, all.
- Joost Verbeek NoneThank you. Goodbye.
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