Invoicing

We handle your accounts receivable so invoices go out on time and payments get tracked. You focus on the work.

What This Is

You finish a job. Now you need to create an invoice, send it to the customer, track whether they paid, and follow up if they didn’t. It’s administrative work that happens after the actual work is done, and it’s easy to let it slide when you’re already moving on to the next project.

This service handles your entire accounts receivable process. We create and send invoices, track payments as they come in, follow up on overdue accounts, and keep your QuickBooks records updated. You let us know when work is complete and we take it from there.

The Process

When a job is done, we create the invoice based on your pricing and service details. It goes out to your customer promptly. We track whether payment arrives, record it when it does, and send follow-up reminders when it doesn’t. Everything flows into your books automatically.

What You Provide

Access to your QuickBooks Online account and a way to let us know when work is completed. That could be a quick email, a shared spreadsheet, or whatever fits your workflow. We handle the rest from invoice creation through payment recording.

Why This Matters

A landscaper finishes a property and means to send the invoice that evening. But then another call comes in, and another job starts, and suddenly it’s two weeks later. By that point the customer has also moved on mentally. What should have been a quick payment turns into a delayed one or worse, a forgotten one.

Service business owners are busy doing the actual work. Invoicing is the thing that happens after hours, when you’re tired and just want to be done for the day. So it gets postponed. Revenue sits uncollected while bills keep arriving on schedule.

The Delay Problem

Every day an invoice sits unsent is a day you’re not getting paid. Work stacks up, invoicing falls behind, and before long you’ve got thousands of dollars in completed jobs with nothing billed. Your bank account doesn’t reflect the work you’ve actually done.

The Follow-Up Problem

Nobody enjoys chasing payments. So overdue invoices sit there. Maybe you send one reminder, then feel awkward sending another. Meanwhile the balance ages and the likelihood of collection drops. Some invoices just never get paid because nobody stayed on top of them.

What Changes

Invoices go out right after work is completed. Not when you get around to it, not at the end of the week, but promptly. Payments get tracked as they arrive. Overdue accounts get professional follow-up without you having to be the one sending the reminder emails.

Cash flow becomes more predictable because you’re not leaving money on the table. You can see what’s outstanding at any time and know that someone is actively managing collection. The whole administrative burden of receivables moves off your plate.

Faster Payment

Invoices sent the same day get paid faster than invoices sent two weeks later. Consistent follow-up means fewer accounts slip through the cracks. The money you’ve earned actually makes it to your bank account instead of sitting as unbilled work or aging receivables.

Clean Records

Every invoice and payment gets properly recorded in QuickBooks. Your accountant sees accurate receivables when tax time comes. You can pull a report any time and know exactly who owes you money, how much, and how long it’s been outstanding.

Long Island's Small Business Bookkeeper