Rates And Expenses (Part 4)

In Part 4 of this series, we begin by looking at how to ensure that you get paid in a timely manner, upon completing each of your jobs.

Getting Paid

The vast majority of farmers pay their relief milkers on time. Unfortunately, there are a few who will drag things out and put off paying for as long as they can, and blame it on ‘forgetfulness’ or ‘being too busy’ etc etc – and this could go on for weeks. If reminder invoices (advising the farmer that late payments may incur interest) don’t work then you may have to consider involving debt collectors in order to obtain your earnings. But going down this path will mean debt collection fees. Thus, once you have received from the farmer your beleaguered funds, you will need to pay a portion of that to the debt collectors for their services. At the end of the day, some farmers value their relief milkers more than others. You will be able to determine who is who by the speed (or lack of) they pay you for your work.

In all my years of relief milking I have never had a farmer not pay me. I bill them and I have the ‘due date’ clearly marked out on the invoice. Nearly everybody has paid me well within the set time. Occasionally a few may need a friendly reminder if the invoice isn’t settled by the due date, but then I will receive the funds forthwith.

If someone does happen to drag things out too long for my liking (more than seven days past the due date), then once I have finally received the money, I will simply blacklist their farm, cancel all further bookings, and never go back there. Plus, I will inform my close relief milking contacts that they should stay away from that property because the farmer doesn’t like paying their bills. As far as I am concerned, if I can manage to be at the farm on time everyday for work then I don’t think it’s asking too much to be paid on time. I shouldn’t have to chase payments, and neither should you.

If you are worried about not getting paid on time (or not paid at all), or you have had bad experiences in the past, then before taking on a new job ask the farmer for the names of the previous relief milker(s) so you can have a chat with them. Or ask for an agreement in writing that will clearly state your rates and expenses and when you can expect to be paid. Most farmers will gladly comply with your requests. A few may be reluctant, in which case maybe consider that as a ‘red flag’ and avoid working for those particular farmers. But nine times out of ten, you should have little concern about getting paid for your services.

Invoicing

If you are self-employed, you can improve your chances of being paid on time by invoicing farmers properly, so you have documentation which includes:

The farmer’s business name and address.

The farmer’s IRD/GST number (if applicable).

Your name and address.

Your IRD/GST number.

The hours (or milkings) that you have done.

The amount of money that you are owed.

The date that the balance is due.
NOTE: The due date you set is essentially up to you. For myself, it’s usually the following 20th (e.g. March 20th, September 20th etc). Most farmers will pay me well before the due date.

I like to use the free invoice templates from INV24. I then email the completed invoice to each farmer.

INV24

For relievers who are working as employees, it’s recommended that some sort of written agreement exists between them and the farmers, to ensure that they are paid in full and on time.

Revisit And Adjust As Needed

Periodically review your rates and mileage costs to ensure they remain fair and competitive in the changing market. Be open to adjusting your terms when necessary to reflect changes in your experience, skills, or the economic landscape (e.g. cost of living, fuel prices, inflation). Negotiating your rates and travelling expenses as a relief milker requires preparation, professionalism, and effective communication. By understanding your worth, choosing an appropriate pricing model, and considering additional factors, you can establish with farmers positive agreements that reflect your expertise and contribute to your overall success in the relief milking profession.