AR Aging & Collections Alerts for Contractors
Get paid faster without getting pushy. BuildFolio shows 30/60/90 aging, schedules email-first reminders with optional SMS nudges, alerts your team to risks, and syncs payments to accounting. Flip it on, set the tone, and let the system do the chasing.
What is AR aging & collections?
Accounts Receivable (AR) aging organizes unpaid invoices by how long they’ve been outstanding (e.g., 0–30, 31–60, 61–90, 90+ days). BuildFolio turns that report into action with polite reminders, follow-up tasks, and alerts—so jobs finish with a paid invoice.
- Email-first dunning with branded templates; add one SMS nudge if no response.
- Day 3/7/14/30 reminder schedule (customizable) with stop-on-pay logic.
- Payment posted? Mark paid and sync to QuickBooks Online.
Prefer fewer touches? Switch to “light” cadence and keep SMS off. You’re in control.
How BuildFolio automates collections
AR aging & risk
See totals by 30/60/90+, customers at risk, and invoices approaching reminders. Filter by trade or tech to coach the team.
- KPIs in Analytics
- “SLA exceeded” alerts
Email-first, then SMS
Send branded email reminders with invoice link and “Pay now”. If no reply, optionally nudge with a single transactional SMS.
- Stop when paid; escalate if overdue
- Templates per trade
Post & sync payments
When a payment posts, the invoice closes, reminders stop, and accounting stays in sync—no double entry.
- QBO integration
- Receipts & thank-you notes
Free vs Pro
Free — basic follow-up
- Manual email reminders
- Aging snapshot
- Mark paid & archive
Good for light volume or seasonal work.
Pro — automation & alerts
- Scheduled email reminders
- Optional SMS nudge (consent required)
- Failed payment & SLA alerts
Turn on when you want steady collections with less manual chasing.
Examples by trade
Pre-built sequences and phrasing tailored for common home-service scenarios.
Plumbing
Emergency repairs & replacements—deposit + final reminders with photo proof attached.
Plumbing financing →HVAC
Replacement quotes include payment link; reminders mention warranty registration.
HVAC financing widget →Set up AR aging & alerts
- Turn on reminders. In Settings → Invoices, enable the Day 3/7/14/30 cadence or customize your schedule.
- Brand your emails. Add logo, company info, and signature. Keep tone polite and clear.
- (Optional) Enable SMS nudge. If customers gave consent via the lead capture widget, add one SMS follow-up.
- Connect accounting. Use the QuickBooks Online integration to keep AR aging in sync.
- Watch KPIs. Track “days to pay” and outstanding totals in Analytics.
Pair with invoice reminders for a complete dunning workflow that stops automatically when paid.
FAQ: reminders & compliance
Will reminders annoy my customers?
They’re polite, spaced out, and stop when paid. You control tone and cadence—start light, then escalate only if needed.
Do I need opt-in for SMS?
Yes. Capture explicit consent at lead intake or checkout. BuildFolio defaults to email-first; SMS is optional and transactional.
Can I exclude certain invoices?
Yes. Pause reminders on a per-invoice basis, or exclude customers with active disputes or insurance processing.
Does this work with deposits and progress billing?
Yes. Each invoice follows its own cadence. Partial payments update the balance and adjust reminders automatically.
Turn overdue into paid—politely and predictably.
See your 30/60/90 at a glance, automate polite reminders, and sync payments back to accounting. You focus on jobs; BuildFolio handles the follow-through.
Are you a homeowner? Try our free tools: