Unexpected Invoice

[tobyrose115]

I received an invoice via email a couple of days ago which I wasn't expecting at all. My question is do I have to pay it?

The situation was I help out a friend as a coach (for cycling) and attended a world cup race this year with her and her team. I only got the time off work a few days before the race to attend the race. After contacting her team they said there was a spare bed at the accommodation and I could stay with them. Race went fine and at no point over the weekend there was no discussion and it was never mentioned that they wanted some money from me for the accommodation and as far as I was concerned the team was paying.

Now 2 months after the race I have received an Invoice for the accommodation stating 15 days in which to pay. Do they have a leg to stand on trying to charge me now for something that I knew nothing about?

Many Thanks

Toby

[Mark]

Hi Toby and welcome.

This isn't formal legal advice (which you should seek) but I would think that they would have a very tough time proving that you owed them anything if, as you say, nothing was mentioned before or during the trip.

In my view, it would be reasonable for you to assume that as you were asked to 'help out' and at short notice that there would be minimal to no cost to you.

It could of course just be a misunderstanding - the hotel(?) may be billing you now but why weren't you billed at the time? Did the team simply forget to pay your way? It might be worth a few questions in their direction but be firm and don't give in too easily.

Is the invoice from the accommodation providers or your friend's team?

.

[highlandspring]

Are you sure you didn't sign any contract? Normally when you attend an event there is a registration form - which may include T&C's about overnight stays?

[tobyrose115]

The invoice is from the team itself. My friend who I coach is as shocked over the invoice as I was. I didn't sign any contract with the team or the accommodation.

The conversation I had with them during the week as to the effect I could attend the event and was there space for me to stay in the team accommodation, which they were more than happy with. At no point was there any discussion as to me paying for accommodation as I was to be included in the team cooking for the athletes and coaching one of them. This was all done by phone.

Cheers for you help Guys

Toby

[Maxine]

You shouldn't have to pay this as should have been told how much at the time the agreement was made verbally

It's probably an unfortunate oversight on their part not to say at the time but it's not appropriate to invoice you after the event if no mention of cost at the time

[highlandspring]

Has everyone else had an invoice for the same amount?

Normally events like this do charge so I suggest you write to the team setting out your case, and include the things like you will not be able to help them again in the future if they pursue you for the invoice.

If it went to court and everyone else has been billed and has paid the same, then it would go against you - on the basis that you should have confirmed the billing arrangement before and its not unreasonable to stay in a hotel room and expect to pay for it - regardless of whether you are a volunteer or not.

[Bill Ryan]

If getting others to interecede on your behalf fails, I suggest you write back asking for a good reason why you should pay bearing in mind the history of your involvement (details as previously mentioned)and the fact that you were never told it would be charegeable. In fact it was presented in a way that led you to believe it was not chargeable e.g. "we have a spare bed" v "we have accomodation available if you want to book it" etc.

[Dragon_FD]

If nothing was agreed in advance I cant see how they can hold you responsible. However if you want to maintain a relationship with these people It might be as well to try and engage with them to tell them politely if you are not going to pay and give them the reasons. If you explain yourself well theres a good chance they'll understand.

[IGM_Computers]

Did you hand over your credit card at any point?