Where Delays Start (Root Causes)
Most slow pays trace back to preventable gaps. Fix the handoffs and you’ll get paid sooner.
- Incomplete backup: missing CO approvals, unclear SOV lines, or no EWA proof
- Late submissions: invoices/pay apps sent days or weeks after period close
- Hard to pay: checks only, no card/ACH, or missing “how to pay” instructions
- Compliance holds: expired COIs, missing lien waivers, or prelim notice issues
Prep Work That Speeds Approvals
Make your billing package “yes-ready.”
- Build a clear Schedule of Values (SOV) with logical, auditable lines
- Capture field changes as Extra Work Authorizations with photos/signatures
- Price and issue Change Orders before work proceeds whenever possible
- Keep a running checklist for COIs, waivers, and prelim/NOI docs
Submission Rhythm & Collections Cadence
A consistent calendar prevents drift and keeps stakeholders aligned.
- Weekly: update percent-complete (AIA) and finalize T&M tickets
- Within 24–72h of period end: submit pay app/invoice + backup
- Follow-up: confirm receipt at 48h, status at 7 days, escalate at 15/30
- Remit clarity: include payment links, bank details, and remit contact
Make It Easy to Pay
Remove friction so payments clear faster.
- Add online card/ACH to every invoice or pay app cover sheet
- State accepted methods, terms, and late-fee policy in plain language
- Provide a single contact for billing questions to avoid internal ping-pong
Prevent & Resolve Disputes Early
Most disputes come from scope clarity. Prove the work with simple artifacts.
- Tie photos/notes to SOV lines or T&M items
- Reference CO numbers and include signed EWAs for time-sensitive work
- Log decisions from emails/meetings; summarize on the invoice cover
How Werx Reduces Payment Delays
Werx connects field data to invoices so approvals are fast and audit-ready.
- Create optioned estimates that convert to SOVs
- Collect field time, photos, and EWAs in real time
- Generate AIA/progress pay apps or T&M invoices with clean backup
- Offer online payments and sync to QuickBooks Online
FAQs on Reducing Payment Delays
What’s the fastest lever to pull this month?
Shorten submission time: close the period weekly, submit within 24–72 hours, and include payment links plus a single billing contact.
How do I avoid approval holds?
Use a pre-flight checklist: CO approvals, SOV % complete, lien waivers, COIs, and prelim requirements. If something’s pending, note it on the cover.
Should I charge late fees?
If your contract allows, yes—clearly state terms up front. Pair fees with easy payment options to encourage on-time remittance.
TL;DR Recap
- Submit complete, on-time billing with clear payment options
- Standardize SOV/CO/EWA documentation to prevent disputes
- Follow a 48h/7d/15d/30d collections cadence
- Werx links field data, billing, and payments to remove friction
