Plumbing invoice follow up automation for the balances nobody collected on site
Most residential plumbing jobs get paid at the truck. The money that ages is everything else: property managers waiting on a PO number, home warranty authorizations, water damage jobs billed to a restoration company, and the commercial backflow fee nobody invoiced. We build follow-up for each of those.
- Each bill-to type gets its own follow-up path
- Missing PO and authorization numbers caught before sending
- Payments matched back to QuickBooks automatically
Where plumbing receivables actually get stuck
The invoice went to the wrong person
The tenant called, the landlord pays, and the bill went to the service address. Weeks later nobody has seen it, and the tech has forgotten the job.
Commercial clients reject incomplete invoices
Property managers and facilities teams kick back any bill without their PO, not-to-exceed amount or work order number, and the clock restarts every time.
Third-party payers move slowly
Home warranty companies, insurers and restoration contractors each want different paperwork, photos or a signed completion form before they release payment.
What our plumbing invoice follow-up handles
Custom code that reads invoices and payments from your field software and QuickBooks through their official APIs, then drafts follow-up your office manager approves.
Pre-send invoice check
Before an invoice goes out, it is checked for bill-to vs service address mismatches, missing PO or work order numbers and jobs over a not-to-exceed limit.
Homeowner reminders with a pay link
Residential balances and repipe deposits get reminders with your payment link, timed by your rules and sent only where consent allows texting.
Third-party paperwork packets
For warranty, insurance and restoration jobs, the photos, completion notes and authorization number are bundled for that payer's portal or inbox.
Backflow and recurring fee billing
Annual backflow test fees and recurring commercial services are checked against completed visits, so a finished test never goes unbilled.
Payment matching
Card, ACH and check payments are matched to the right invoice in QuickBooks, and partial payments are flagged instead of closed.
Weekly aging by payer type
The office sees open balances split by homeowner, property manager, warranty, insurance and commercial, with the next step for each.
Payers and tools it handles
Homeowners and landlords
Balances, deposits and bill-to corrections when the caller is not the payer.
Property managers and facilities
PO numbers, work orders and not-to-exceed amounts checked before invoices go out.
Home warranty and insurance jobs
Authorization numbers, photos and completion forms gathered for each payer.
QuickBooks and your field software
Connects to tools like QuickBooks Online, ServiceTitan, Housecall Pro and Jobber through their official APIs.
Estimate follow-up
Deposits on sold repipes and water heaters tracked from the moment the option is approved.
Supply house invoice processing
The payables side: vendor bills matched to jobs and POs.
Why plumbing offices let it near their receivables
Nothing is written off or waived
Payment plans, late fee waivers and credits always go to a person. The automation reminds and reports; it never changes what is owed.
Lien deadlines are flagged, not judged
Mechanics lien and notice deadlines vary by state. Large unpaid jobs are flagged ahead of the dates your counsel sets, and your attorney decides what to file.
Card data stays with your processor
Customers pay through your existing payment link. Card numbers never pass through the automation or its logs.
QuickBooks stays the record
Payments are matched to existing invoices. Nothing new is created in accounting without your bookkeeper seeing it first.
“He got me 9 sales in my first 7 days of launching our campaign, which exceeded my expectations!”
Common questions
What is plumbing invoice follow up automation?
It finds unpaid plumbing invoices, checks them for missing information, and follows up with the right person for each payer type, with staff approving messages and payments matched back to QuickBooks.
Can it catch invoices that will get rejected for a missing PO?
Yes. Commercial and property manager accounts can be marked as requiring a PO or work order number, and invoices without one are held for the office instead of sent.
How does it handle home warranty jobs?
It tracks the authorization number, collects the photos and notes the warranty company asks for and reminds staff to submit through that company's portal, since most do not offer an open API.
Will it ask for a review on a job that is not paid yet?
No. Review requests wait until the invoice is paid in full, and they are skipped for jobs with an open complaint or callback.
Can it bill annual backflow tests automatically?
It checks completed test visits against invoices and drafts the missing ones. Your office approves them before they are sent, at least until the pattern proves out.
Does it charge late fees?
Only if your terms already include them and you turn that rule on. Late fee rules vary by state, so your counsel signs off on the policy first.
See which payers are holding your plumbing receivables
Take the 2-minute AI audit and find out where invoice follow-up pays back fastest.
- Pull your aging report by bill-to
We export open invoices from QuickBooks and your field software and sort them by who actually owes the money.
- Write a path for each payer type
Your office manager approves reminder timing, required fields and wording for homeowners, commercial accounts and third-party payers.
- Check and remind, staff approving
In 2 to 4 weeks the pre-send check and the first reminder path go live, with every outgoing message reviewed before it sends.
- Close the month together
Each month we review what aged past 60 days and why, fix the rules that missed it and keep the code running in your accounts.