Get paid without chasing, and close the books without retyping
Most late payments are not disputes. They are invoices that went out late, sat in a pile, or had no easy way to pay. We fix the path from finished work to cleared funds.
You probably need this if…
- invoices go out days after the work is done because someone has to build them by hand.
- your bookkeeper spends hours matching deposits to invoices line by line.
- someone on your team makes awkward calls every month to chase overdue balances.
- customers ask to pay by card or bank transfer and you still mail paper invoices.
- deposits, partial payments and refunds are tracked in a spreadsheet next to the accounting system.
What we build for payment management.
Fitted to how you already work, and connected to the systems around it.
Invoices from finished work
When a job closes or an order ships, the invoice is created from that record and sent, without anyone rebuilding it.
Payment links on everything
Every invoice, text and email carries a link to pay by card or ACH, so paying you is the easiest thing the customer does that day.
Polite automatic reminders
Overdue reminders go out on a schedule you set, in your voice, and stop the moment the payment lands.
Recurring billing and deposits
Service plans, retainers and upfront deposits billed on their own schedule and applied to the right invoice when the work is done.
Automatic reconciliation
Payments, processor fees and payouts matched to invoices and posted to your accounting system, so the bank and the books agree.
A clear receivables view
Who owes what, how old it is, and what has already been sent to them, in one place your office can act on.
Today, versus afterward.
What changes on an ordinary Tuesday once this is in place.
Sending an invoice
Today: Built by hand at the end of the week
Afterward: Sent when the job is marked complete
Collecting an overdue balance
Today: Uncomfortable phone calls when someone has time
Afterward: Scheduled reminders with a link to pay
Recording a payment
Today: Keyed into accounting from the bank statement
Afterward: Matched and posted as soon as it clears
Month-end close
Today: Hunting for the deposit that does not match
Afterward: Reviewing a short list of real exceptions
The same four steps, applied to payment management.
The order does not change. What each step looks like does.
01Audit
We find where the hours go
We follow a job from completion to cash in the bank, and note where invoices wait, where payments get retyped, and where your bookkeeper hunts for missing pieces.
02Integrate
We connect what you already own
We connect the accounting software, payment processor and job or order system you already use, so each payment updates every place it needs to.
03Build
We build only what is missing
Where your billing rules are unusual, such as split deposits, milestone billing or custom statements, we build the logic that fills the gap.
04Run
We train, measure and hand over
We train your office and bookkeeper, document the exceptions, and measure the hours saved on billing and reconciliation before handing over or continuing to improve it.
Straight answers.
Do we have to switch payment processors?
Usually not. We start with the processor and accounting software you have. We only suggest a change if your current setup cannot do something you genuinely need, and we explain why.
Will automatic reminders annoy our customers?
Not if they are written well and timed sensibly. You approve the wording and the schedule, and reminders stop as soon as a customer pays. Many customers simply forgot and appreciate the link.
Will you store our customers’ card numbers?
The usual approach is to let your payment processor hold card details so your own systems never need to. We plan for that from the start, and we point out anything your processor or accountant should confirm.
Does our bookkeeper or accountant still have a role?
Yes. The goal is to take away the matching and data entry so they can spend their time on review, questions and advice instead of typing in deposits.
Find out if it is worth it.
The audit puts a number on it: the hours this work costs you today, and what it should cost. In writing, and free.
- Work requested
- Operations audit
- Findings
- In writing
- Charge
- $0.00