Invoice creation and receivables follow-up
Invoices are drafted when the job closes, and every unpaid one gets a staged reminder sequence, with a person approving each step past the first.
Invoices go out late because someone has to build them. Then they sit. Nobody wants to make the awkward call, so receivables age until cash gets tight and the owner is the one on the phone.
- 01Trigger
Job closes or invoice ages
A completed job needs an invoice, or an unpaid invoice passes a threshold.
- 02Qualify or process
Draft and check
The invoice is built from job data; disputes, insurance jobs, and partial payments change the path.
- 03System update
Log in the books
Invoice created after approval; every reminder recorded against it.
- 04Customer communication
Invoice, then reminders
The approved invoice, then short reminders at set intervals with a way to pay.
- 05Human escalation
Approve and take over
A person approves each step; aged accounts get a call from a person with the history.
- 06Measurement
Days to paid
Days from job close to invoice, days to paid, and the aging buckets, weekly.
Best for
- Companies whose invoices go out days after the job because someone has to build them
- Businesses with a receivables list nobody wants to work
- Owners who find out about an unpaid invoice when the bank balance tells them
Trigger
A job is marked complete, or an invoice passes its due date without payment.
Inputs
- Job and estimate data for the invoice
- The customer's billing contact
- Invoice status and age from the accounting system
- Dispute or hold flags, and the approved reminder wording
Actions
- Draft the invoice from the job data and hold it for approval
- Send it after a person approves
- Send reminders at the due date and at intervals after it, using approved wording
- Past a set age, hand the account to a person with the history and a call outline
- Send the owner a weekly aging report with a next action on each invoice
Outputs
- Invoice drafts ready the day the job closes
- A reminder log on every unpaid invoice
- A weekly aging report with next actions
Human handoff
A person approves every invoice before it goes out and every reminder after the first. Disputes, payment plans, and anything past the set age go to a person. Nothing charges a card or applies a fee.
Exceptions
- A dispute or hold flag pauses the sequence until a person clears it
- Insurance and lender-paid jobs run their own track with different timing
- A partial payment recalculates the balance before the next reminder
- A customer reply stops the sequence and routes to a person
Required access
- Accounting system access to read invoices and create drafts
- Job and customer data from the CRM or field software
- Approval of the reminder wording and the age thresholds
Important limitations
- Accuracy depends on customers matching between the CRM and the accounting system; cleanup comes first
- Restoration and insurance receivables follow the carrier's timeline, so their reminders are gentler and slower
- Collections rules and acceptable tone vary by state, so the business approves every message
- QuickBooks Online
- Jobber
- JobNimbus
- GoHighLevel
- Stripe
- QuickBooks Online
- Jobber
- JobNimbus
- GoHighLevel
- Stripe
Two to three weeks, including matching customers between the CRM and the books
$8,000 to $25,000
The range for the tier this workflow usually falls in. Your number comes in a written scope. Pricing →
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