Managing invoicing in a commercial contracting business can be a frustrating challenge, especially when delayed payments disrupt your cash flow. We sat down with BuildOps Solution Engineer (and long-time tradesman) Justin Wetherby to uncover how top contractors across North America are refining their invoicing processes to get paid faster and keep their operations running smoothly.
Here’s a sneak peek into the insights shared.
After analyzing thousands of invoices, one thing stood out: timing is everything. Contractors who send invoices within 10 days of completing a job significantly increase their chances of getting paid quickly. Wait longer than 20 days, and payment times can stretch by an additional 30 days or more. The takeaway? Sending invoices promptly is essential for maintaining a healthy cash flow.
Speeding up invoicing begins well before the actual invoice is created. Clear communication and accurate data capture—right from the moment a job is requested—set the foundation for a smooth process. Collecting vital details upfront, like purchase records and PO numbers, ensures that the invoice can be generated and sent without unnecessary delays.
“The best time to ask for payment is when they’re requesting work,” Justin Wetherby explained. “If framed properly, this isn’t about collecting a debt—it’s about being a good partner and ensuring both sides are aligned.”
A common source of invoicing delays lies in the disconnect between field technicians and office staff. Missing or incomplete job details often lead to back-and-forth exchanges that waste time. By creating systems that sync field updates with office processes, contractors can eliminate bottlenecks and keep the invoicing workflow moving seamlessly.
Following up on unpaid invoices can take a significant toll on your time and resources. Automating reminders and tailoring invoice formats to meet customer preferences can make this process much more efficient. When technology handles repetitive follow-ups, your team is free to focus on higher-priority tasks.
Harnessing tools that simplify invoicing tasks can make a big difference. AI-powered solutions can automatically format invoice summaries, correct minor errors, and ensure consistency—saving valuable time and effort. Additionally, customizable templates let you align invoices with client expectations, avoiding confusion and reducing delays in payment.
Prompt invoicing isn’t just about getting paid faster—it’s about reclaiming time for your team. By streamlining invoicing processes, contractors can redirect their focus to growing their business and delivering top-tier service to customers.
Watch the full session above for practical tips and expert advice on leveling up your invoicing process and getting paid faster.
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