Invoicing and payment chasing
Invoices out on the first working day of the month, about a week earlier, and late payers reminded without anyone feeling awkward.
Hours back
4
hours a week back, typically
How it runs
What we build, step by step.
This is the usual shape. Yours gets built around how your team actually does the job.
- 01
Billable work collected per client
Approved hours, monthly retainers and milestones reached are gathered against each client's agreed terms.
- 02
Draft invoices in your accounting software
Each invoice is drafted with clear line items and the right rates, waiting for approval.
- 03
Sent with a short covering note
Once approved, invoices go out from your address with a summary of the work.
- 04
Reminders until paid
A friendly note on the due date, another a week later, then a firmer one. They stop the moment payment is recorded.
- 05
A weekly cash summary
What's been invoiced, what's overdue, and which clients replied with a question.
Shown with software we see a lot. If your team uses something else, we build it into that instead.
Built for your business
Same job, different business. We build yours.
Two firms in the same trade rarely run a job the same way. Different software, different steps, different people signing off. We build it for your business, around how your team actually does the job.
Your steps
Built around the order your team already works in, odd exceptions included.
Your software
Runs inside the tools you already pay for, set up the way you use them.
Your rules
Your wording, your limits, your sign-offs. Nothing generic goes out in your name.
You sign off
Your team keeps the final say.
The owner or finance lead approves every invoice before it's sent. Disputes, discounts and write-offs are always handled by a person.
What it's worth
What those hours add up to.
4 hours a week, over 46 working weeks, is 184 hours a year. At $50 an hour, that’s
$9,200
back in the business, every year.
Typical, not promised.
Before and after
The job, before and after.
How it runs today
At month end, someone exports time, checks it against each client's contract, builds invoices by hand and sends them a week late. Then unpaid invoices sit until the owner notices cash is tight.
What we build
- Billable work collected per client
- Draft invoices in your accounting software
- Sent with a short covering note
- Reminders until paid
- A weekly cash summary
A month in
Invoices go out around a week earlier, overdue balances shrink, and nobody has to remember to chase.
FAQ
Will payment chasing damage client relationships?
Not if it's polite, and you set the wording and timing. Any client can be left out. A clear reminder usually lands better than a tense call two months later.
Can it handle retainers and fixed fees as well as hourly work?
Yes. Each client's billing basis (hourly, retainer or fixed fee) is recorded once, and every invoice draft follows it.
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