How it runs for HVAC, plumbing, electrical and landscaping companies
Disputes over rates, PO numbers or unsigned work orders are logged with an owner, so the invoice does not sit at 90 days waiting for someone to notice.
What is accounts receivable outsourcing?
Accounts receivable outsourcing means a remote team manages the money your customers owe you: tracking invoices from issue to payment, sending statements and reminders, logging disputes, and reporting aging and days sales outstanding. The provider works inside your accounting software under your brand. You keep the customer relationship and decide on credits, holds and escalations.
What we handle for HVAC, plumbing, electrical and landscaping companies
- Weekly aging review split between residential, commercial and property-management accounts
- Reminder emails and calls under your brand at 7, 21 and 45 days past due
- Promise-to-pay log for builders and property managers with follow-up dates
- Preliminary-notice and lien-deadline calendar prepared for large unpaid installs
- Unapplied payments and short-pays resolved before they age past 30 days
The KPI that matters here
Commercial and property-management receivables over 60 days stay below 10% of that aging.
Field services compliance notes
Sales tax on services by state
Taxability of labor, parts and maintenance agreements is set state by state, and some states also tax at the city or county level. We map your service items to the right tax codes in QuickBooks Online and reconcile the tax collected against the liability each period. Filing stays with you or your tax preparer; we supply the reconciled workings.
Job costing
Materials, technician hours, subcontractor bills and permit fees are coded to the job they belong to, so a large install can be reviewed against its estimate. Progress payments on installs are held as customer deposits until the work is complete, which keeps revenue in the month it was earned.
Technician commissions
Commission plans based on sold revenue, gross margin or spiffs are documented once and calculated the same way every pay period. We accrue the commission in the month of the sale and reverse it when payroll runs, so the P&L does not spike on payday.
Inventory on trucks
Van stock is an asset until it is used, and unrecorded stock is a common reason field-service margins look wrong. We record a monthly count per truck, post the adjustment, and flag trucks whose usage is far above the fleet average for the owner to look into.
Field services software we work in
- QuickBooks Online
- Gusto
- ServiceTitan
- Jobber
- Housecall Pro
- All 50 platforms
More for HVAC, plumbing, electrical and landscaping companies
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Accounts receivable in other industries
Frequently asked questions
Do you call our commercial customers about overdue invoices?
Yes, as first-party communication under your company name. Calls and emails are courteous reminders from your billing desk, never debt collection, and they follow the cadence you approve. Our agents never store card data; if a customer wants to pay by phone, they are directed to your payment portal. Our AR follow-up calls service page describes the scripts and rules.
How do you protect lien rights on large unpaid jobs?
We keep a calendar of preliminary-notice and lien-filing deadlines for large installs, since some states such as California require a preliminary notice within 20 days of first furnishing. When an install invoice approaches the deadline unpaid, you are alerted with the dates. We do not file notices or give legal advice; your attorney or lien service does that.
What do you do with a short-paid property-management invoice?
The difference is logged as a short-pay with the reason the customer gave, such as a rate dispute or a missing PO. The AR specialist sends the supporting work order and photos, and the balance is either collected or written off with your approval. Short-pays are reported monthly so recurring disputes with one property manager become visible.
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