Debt (missed invoices) vs scope creep (unlicensed users/features). Different facts, different leverage.
Order forms/MSAs define billing and late-fee mechanics; license grants limit users, entities, territories.
Seat logs, API counts, and environment IDs beat accusations. Audit-quality data drives compliance conversations.
Reminders → pre-collections notice → demand letter → suspension/collections/legal. Stick to the ladder.
Toggle facts that apply:
Grant: limited, non-transferable, defined metrics (users/seats/environments). Restrictions: no resale, no sharing, no external users without consent.([Enzuzo][2])
Seat telemetry, API logs, environment IDs, SSO metadata, screenshots. Summarize: licensed vs observed usage.
Can trigger both breach of contract and (if conditions in grant) copyright claims.([Google GitHub][5]; [Romano Law][3])
True-up purchase, reduce usage, or formal audit/suspension if stonewalled. Offer cooperative cure before escalating.
Subject: Outstanding Subscription Invoices – [Product] Hello [Name], Under [Agreement/Order], we provide [service] in exchange for invoices due Net [X]. The following remain unpaid: • Inv #[ ] dated [ ] – [amount] • Inv #[ ] dated [ ] – [amount] Total past due: [ ] We’ve sent reminders on [dates] without response. Please pay the full balance by [deadline] or send a concrete plan the same day. If there’s a billing error, detail it in writing so we can review. Absent resolution, we’ll consider suspension, referral to collections, and other contractual remedies. We’d prefer to keep the account in good standing—let us know how you’d like to proceed. – [You]
Subject: License Compliance for [Product] Hello [Name], Our agreement dated [ ] limits use of [Product] to [licensed metrics]. Usage data over the past [period] shows average [observed metric], exceeding your entitlement by ~[percent]%. Example: order covers 100 seats; telemetry shows 178 unique active users tied to your domain. This overdeployment isn’t authorized. To resolve it, please either (a) acknowledge the overuse and agree to purchase the additional [metric] plus a true-up for the past [period], or (b) reduce usage to within scope and confirm you’ve done so. Please respond by [deadline]. If we don’t hear from you, we may exercise audit rights, suspend unlicensed access, or pursue remedies available under the contract and applicable IP laws. We’d much rather fix this collaboratively—happy to review the data with your team. – [You]