Complaint sub-issue: Debt was paid

Staples Corp. sent my company to XXXX for accounts that had been paid. They did not allow a reasonable period of time for us to respond with payment ; less than 15 business days, when we had discovered errors in their billing which warranted us to review closely the request. 

History : I promptly responded upon receipt and requested that our bookkeeper assist in researching stated past due accounts listed in an email dated for XX/XX/XXXX from XXXX XXXX our assigned account representative by Staples. This email asked that I please assist with some invoices not paid in arrears. I assured XXXX XXXX that this concerning and we would research it and certainly pay outstanding balances. As the XXXX I needed to be sure that nothing was overlooked. 

I did not receive any further communication from XXXX XXXX, instead I received another email from the collections department at Staples. 

This email was from XXXX XXXX and was received on XX/XX/XXXX. I assured her, as I had XXXX XXXX ; that this situation was a top priority for us and that we were alarmed that there were past due balances. I did ask for an explanation as to why we were not notified sooner, as we have been paying invoices received after those dates for balances owed. I asked what the process was on there end for notifications. Both our bookkeeper and I requested invoices to verify proof of purchases from Staples collection department on that same date of XX/XX/XXXX. 

For the invoices outstanding XXXX responded on XX/XX/XXXX with most of the invoices requested. We did our due diligence and reviewed our accounts receivable/payable and I requested a printed check on XX/XX/XXXX and it was printed on XXXX/XXXX/XXXX for all outstanding invoices and some current invoices. Our bookkeepers mailed the check to me and it was signed and mailed to Staples. Less than 7 business days from Staples providing necessary information to validate charges. That check was deposited electronically on XXXX/XXXX/XXXX by Staples. 

Further documentation to support the need for close scrutiny of balances as the XXXX ( which they were informed of ), as mentioned above ; is that on XXXX/XXXX/XXXX our bookkeeper provided proof to XXXX of XXXX invoices that Staples collection department had listed as being past due that had actually been previously paid. The check number and date were provided as well to assist them in correcting the incorrect information. 

On the same date of the deposit by Staples of XXXX/XXXX/XXXX a letter was printed by XXXX with a demand for payment. 

I responded in email to XXXX XXXX at XXXX with verification after spending 1.5 hours of my time to pull proof of payment on all invoices listed on the demand letter. I also contacted XXXX and spoke with XXXX XXXX (? ) providing her line by line the date for checks made and the amounts to pay balances that they had listed as past due and under collection and advised her that all accounts have been paid with exception of a current charge at the end of XXXX XXXX ( which I had already authorized payment of this morning, prior to this taking place ). I have made a verbal request for them to cease communication efforts on this matter and will be sending them via email a formal letter related to their claim # XXXX. 

In the demand letter only XXXX of the XXXX listed balances had been past due ; of the past due amounts we had not received any invoices and was the stated reasoning to XXXX behind our request to review copies. We promptly responded to all communications and paid as well after verifying that the balances were in fact outstanding. We had some reservations again after noting that we had paid in full for listed invoices that they were stating as past due from XXXX/XXXX/XXXX and XXXX/XXXX/XXXX.