How to Choose a Vendor: Part 1- General Questions to Ask
Whether you are an attorney or staff member in a litigation firm your job has a lot of moving parts with limited time to accomplish all that needs to be done each day. When choosing a business partner to support you it is important, and can save a lot of time on the back end, if you know what questions to ask upfront.
What is your confirmation process?
When working with a vendor, you want to be sure the item you’ve checked off your to-do list will get done without requiring you to follow up repeatedly. At PohlmanUSA, we’ll confirm receipt of your notice of deposition within an hour and begin working to schedule the best court reporter and videographer for your needs. On the day before your deposition, our scheduling department will email the individual who scheduled the deposition by 9:00 am to confirm that the deposition is going forward. We will wait to hear from you until the afternoon. If we have not received a response, we will call that scheduler in your office. If they are not available, we will confirm with another member of your team.
How can I reach your staff after hours?
It is important to know whether you can get in touch with your vendor after hours for last-minute scheduling or cancellations or urgent production needs. Ask your vendor where their after-hours phone calls are routed. Do they go to a third-party answering service? A voicemail box that gets checked the next day? At PohlmanUSA our scheduling, production and video departments are all available 24/7 to allow you the feeling of comfort. You can reach a PohlmanUSA employee 24 hours a day, 7 days a week at 1-877-421-0099.
What is your cancellation policy?
Did you know that more than 40% of depositions get cancelled? If you don’t know already, be sure to find out your vendor’s cancellation policy and discuss any extenuating circumstances in advance. Keeping the line of communication open and discussing case-specific needs will help your vendor understand your expectations and, ultimately, give you better service. A quick conversation can help you avoid footing the bill for a cancellation fee.
When will you bill me?
At some business partners, like at PohlmanUSA, it may depend on the service line or product you are purchasing. It is important to know whether you are going to be billed electronically or via a mailed invoice. At PohlmanUSA we offer both options as we understand every client has their own preferences and processes for payment. You should also know when the bills are sent out. At PohlmanUSA our jobs are also invoiced approximately 3 weeks from the date of service. However, there are always exceptions, such as immediate pass-through costs, in which case billing may be different.
When and how do you expect payment?
It is also good to know when payment is due. At PohlmanUSA payment is due upon receipt. To assist clients and ease the burden placed on their accounting departments we accept check or ACH.
