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Payables and receivables
Make money moving in and out controlled and visible.
Invoices out on time, bills approved by the right person, aging that someone actually works, and a weekly picture of what is coming in and going out.
The problem
Cash problems are usually process problems.
Work gets finished and invoiced days or weeks later, so the clock on payment starts late and nobody notices.
Aging is visible in the software but nobody owns follow up, so the oldest invoices become the quietest ones.
One person can create a vendor and pay it. That is not a trust issue, it is a control gap that will eventually cost real money.
Bills get paid in batches when someone has time, which means late fees on one side and a bank balance that swings for no operational reason on the other.
Retainage, deposits, progress billing, and change orders are tracked in email instead of the books.
Evidence
Slow paperwork has a measurable price.
51 days
average wait for a subcontractor to be paid, while general contractors believe it takes 35
$9.84
average cost to process one invoice, at 8.2 days per invoice, while the best teams run 79% cheaper
59%
of businesses wait more than 30 days to be paid, and 48% now ask for payment on the spot
29.3 days
average time for a US small business invoice to get paid, and 8.5 days late
What our team does
What our team runs.
Invoicing on a rhythm
Invoices raised on a schedule tied to job completion or the billing terms, with the backup attached. Progress billing and retainage tracked in the books, not in someone's head.
Receivables worked, not watched
Aging reviewed on a set cadence with a documented follow up sequence: reminder, statement, call list, and an escalation point that you define.
Payables with real approval
Bills captured, coded, and routed for approval before payment. Vendor setup separated from payment so no single person controls both.
A payment run, not a scramble
A scheduled run against a funding decision you approve, with early pay discounts and due dates respected.
Obligations calendared
Payroll dates, tax deposits, sales tax, insurance, and finance payments on a forward calendar so they stop being surprises.
Weekly cash picture
A short weekly view of expected collections, scheduled payments, and the resulting position, so decisions happen before the account gets tight.
Included
Typical scope.
AP and AR work is priced by volume and by how much of the workflow our team owns.
- Customer invoicing on a defined schedule with backup attached
- Receivables aging reviewed weekly with documented follow up
- Statements, reminder sequence, and a call list for anything past terms
- Vendor bill capture, coding, and approval routing
- Scheduled payment runs against an approved funding decision
- Vendor records maintained, with setup separated from payment authority
- Retainage, deposits, and progress billing tracked in the ledger
- A forward calendar of payroll, tax, insurance, and finance obligations
- Weekly cash position summary
Boundaries we keep on purpose:
- We do not hold signature authority on your bank accounts
- We prepare and schedule payments; the release decision stays with you unless your scope says otherwise
- We do not act as a collection agency, and we do not contact customers outside the sequence you approve
The fastest cash improvement in most businesses is not a loan. It is invoicing on time and working the aging.
Before financing, before cutting cost, before raising prices: bill promptly, follow up on a schedule, and stop paying early for no reason. That work is unglamorous and it moves the bank balance within a quarter.
What you receive
What you see each week.
01
Aging with actions
Not just who owes what, but what was done about it and what happens next.
02
Approval trail
Every bill shows who approved it and when, so the control is provable.
03
Cash position
Expected in, scheduled out, and the resulting balance.
04
Obligation calendar
The next 30 to 90 days of payroll, tax, and finance dates.
05
Exception list
Disputes, short payments, credits, and anything blocking a collection.
06
Vendor and customer changes
New accounts, changed terms, and changed bank details, flagged deliberately.
Questions
What owners ask about this work.
Will you contact our customers?
Only inside a sequence you approve, using language you have seen. Your relationships are yours.
Can you pay bills from our account?
We prepare, code, and schedule payments inside your systems. Release authority stays with you unless your written scope says otherwise. We do not become a signer.
Do you work inside our field service software?
Where it integrates or exports cleanly, yes. Part of this work is often fixing the gap between dispatch or job software and the accounting file.
How is this priced?
By volume and by how much of the workflow our team owns. Invoice count, bill count, and the number of approval paths are the main drivers.
Can you handle retainage and progress billing?
Yes. That is standard for our construction and specialty trade clients, and it is one of the most common things missing from books we take over.
Next step
Get money in faster and payments under control.
Take the assessment for a score and a short list of priorities, or book a call and talk through the records with our team.
Free. About 6 minutes. 25 questions. No contact details required.