Insights
Verifying an attended North American sales meeting from overseas.
Short answer: check three records. The invitation, with both time zones written on it. A sign that the meeting started with the named buyer. Your own attendee's note, written the same day. Agree before launch who attends and which hours count. If one record is missing, hold that invoice line and ask for the evidence.
Vivin Sales charges USD $100 to $500 per attended appointment. No-shows are never billed, and cancellations with notice are replaced. Every fee is listed in your written quote before you sign. This guide is for companies outside the US and Canada that want to sell to US and Canadian buyers. The US and Canada market entry page explains the wider route, including a sample buyer record and a meeting-window table for several cities.
What does attended mean when you are not in the room?
Attended means the meeting was held with the buyer who was booked. A booking only shows that someone accepted a time. Your own team member is the person in the room, so keep your attendee's record alongside the provider's records.
Attended also needs a buyer who fits your written profile. A meeting that took place with the wrong person is a fit question, not an attendance question, and the two should be handled separately. Say in the agreement which one a given problem is.
Which hours should the meeting fall in, and who decides?
You decide which hours your team can cover, and the meeting is planned inside the buyer's working day. Send the hours in writing before launch, for example "Tuesday to Thursday, 14:00 to 17:00 Eastern".
Two cautions. First, check both cities' UTC offsets for each meeting date when you book, because offsets vary by city and by date. A meeting booked weeks ahead can land an hour away from where you expect, so write every time with its zone abbreviation. Second, if your team would have to take meetings late at night or very early, decide that now, not on the day. The hub page has a meeting-window table for several cities.
Who on your side should attend, and who records the result?
Name one primary attendee and one backup before the first booking. The founder, sales lead or a subject expert normally takes the buyer meeting, with the context from the handoff. Vivin books the meeting and does not take part in the sale: your team runs the conversation, the proposal and the close.
Name one person who records the outcome as attended, no-show or rescheduled on the day. A short note is enough, with the buyer's name, the start time in both zones and one line on what was discussed. An overseas team that waits a week to record outcomes will find the details hard to reconstruct.
An illustrative handoff, with invented names: "Tuesday 14:00 Eastern, which is 19:00 in London in most weeks. Buyer: operations director at a regional carrier. Attendee: your head of sales. Backup: your account manager. Outcome to record by close of business your time."
What evidence should cross the border?
Keep a small, consistent set for every meeting, with times in both zones.
| Record | What it shows | Time detail to include |
|---|---|---|
| Calendar invitation and acceptance | A time was agreed with a named buyer | Start time in the buyer's zone and yours |
| Meeting platform or phone log | The meeting started and who joined | Join time as the platform shows it, with the zone |
| Your attendee's note | The right buyer attended | Date and zone in the note itself |
| Booking details | Company, role and need match your profile | Time of booking |
| Reschedule or cancellation history | Whether the slot moved before it was held | Each change with its time |
Treat a recording as optional extra evidence, and use one only if the buyer has been told and your adviser is comfortable with it. Ask how buyer contact details and records are shared and stored, and check with your own adviser if you are unsure.
How do currency and invoices work for an attended meeting?
Quotes, contracts and invoices are in US dollars. The amount in your own currency moves with the exchange rate, and your bank's rate and fees will differ from any guide. The pricing page shows the models and the hub page carries a dated, indicative currency box.
Before you sign, ask the questions that matter from overseas. When is an attended meeting invoiced? Which date starts the 5 business day dispute window, and in which time zone are the days counted? How is a replacement recorded on the invoice? The answers belong in the written quote and agreement.
What if the buyer does not join, or the meeting is disputed?
If the buyer does not join, the meeting is a no-show and is not billed. A cancellation with notice is replaced. If the buyer reschedules, the new date is tracked and the meeting becomes billable once it is held.
If you think a delivered appointment failed your written criteria, raise it within the 5 business day dispute window and name the criterion that failed. Either party can end a campaign on 14 days written notice. The pay per appointment page describes the model in full.
Questions worth asking first.
Short, direct answers. If yours is not here, bring it to a discovery call.
Does a booking count as an attended meeting?
No. A booking shows a time was agreed. The meeting counts as attended once it is held, and an attended appointment is the billable event.
Can Vivin attend our meetings for us?
No. Your team runs the sales conversation, and Vivin books the meeting. Name an attendee and a backup before launch.
Which currency will we be invoiced in?
US dollars. Any figure in your own currency is a guide, because exchange rates move.
What if we cannot cover the buyer's hours?
Say so before launch, so meetings are planned inside hours your team can take. Tell us the hours and we plan around them.
Tell us which buyers you want to meet, and where.
Bring your offer, the markets you want to grow in and how you sell today. In 30 minutes we will tell you whether Vivin is a fit and what a first campaign could look like.
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