Invoicing and payment chasing
Get paid days sooner. The invoice goes out the day the job's signed off, and reminders follow on schedule until it's paid.
Hours back
5
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
Invoice drafted from the job
Labour, parts and any extras the tech added come straight from the closed job, with photos and the report attached.
- 02
Checked against the quote
If the invoice differs from the approved quote, it's held for the office to look at before it goes.
- 03
Sent with a pay link
The customer can pay by card straight from the email or text.
- 04
Synced to your books
Invoices and payments land in your accounting software, so nobody enters them twice.
- 05
Reminders on a fixed schedule
A friendly note on the due date, firmer ones at 7 and 14 days, and a final notice at 30. Each one names the job and the date it was done.
- 06
Stuck invoices handed to a person
If a firm reminder gets no reply in two weeks, or the customer disputes the work, the reminders stop and someone on your team is asked to ring.
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.
Invoices that don't match the quote, and any customer who disputes the work, go to a person. Late fees are only added in wording you've approved.
What it's worth
What those hours add up to.
5 hours a week, over 46 working weeks, is 230 hours a year. At $50 an hour, that’s
$11,500
back in the business, every year.
Typical, not promised.
Before and after
The job, before and after.
How it runs today
Invoices get done in a batch at the end of the week, sometimes later. Chasing happens when someone notices the bank balance. Nobody likes ringing a customer about money, so the overdue list just grows.
What we build
- Invoice drafted from the job
- Checked against the quote
- Sent with a pay link
- Synced to your books
- Reminders on a fixed schedule
- Stuck invoices handed to a person
A month in
Invoices go out the day the work is done instead of in a Friday batch, so the money lands days sooner. The Monday scroll through the overdue list mostly goes away.
A schedule, not a mood
Chasing usually happens in bursts, when cash is tight, and customers learn to wait for the second or third ask. A steady schedule from day one, polite and specific, gets most invoices paid without anyone picking up the phone.
Once this is live we switch off the reminder emails your job software sends. Two systems chasing the same bill looks careless.
Disputes look like slow payers at first
A customer who isn't paying because they're unhappy with the work looks exactly like one who forgot. That's why the reminders stop and a person takes over when a firm reminder gets no reply. An unhappy customer needs a phone call, not a fourth email.
FAQ
Will payment reminders go to our best commercial customers?
Only if you want them to. You can mark accounts that should get a personal call, and payment chasing reminds you to ring them instead of emailing them.
Does it work with Xero as well as QuickBooks?
Yes, both work. Invoices and payments sync to whichever of Xero or QuickBooks you already use, so nobody enters them twice.
Can customers pay by card from the text?
Yes. Every invoice text or email carries a pay link from your job software or Stripe, whichever you already take card payments with.
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Thirty minutes on invoicing and payment chasing. We build its elf with you, live, and you keep it.