Construction · Receivables
Your commercial invoices, followed up with method.
For accounts strictly between businesses. We install and maintain the system on your current tools; an authorized person at your company approves and sends each communication. Disputed or legal files leave the process.
01
The work is done. The money, though, drags.
Payroll and suppliers have a date. Following up on an overdue invoice often depends on whether the office has time.
- The follow-ups “to do on Friday” that never go out, because on Friday you are on a job site.
- Contractual holdbacks never claimed at acceptance of the work.
- Time-and-material extras done, noted on a scrap of paper, never invoiced.
02
Your accounting software records. It does not do the follow-ups for you.
Your accounting software does its job well: recording. We plug into it, we do not replace it. But follow-up is a process, and without a process, it does not happen.
No follow-up sequence
- The overdue invoice ages in silence, unless someone thinks of it
No job-site view
- Impossible to see which project is draining your cash
No tracking of holdbacks or extras
- What has not been invoiced yet does not exist in your books
This is not a flaw in your accounting software. It is simply not its role. We put that process in place on top of your tools; your team approves and sends every follow-up.
03
What we put in place.
- Structured invoicing flow: data, supporting documents and approvals brought together so your team invoices at the right time.
- Follow-up drafts according to your rules: tone, timing and stopping points validated; your team approves and sends each email.
- Aging table: who is past 60 days, who is approaching 90, and the planned action for each.
- Tracking of holdbacks and time-and-material extras: recorded, dated and flagged to your team on the dates it has validated.
- Public contracts: since September 2025, Quebec’s prompt payment and rapid dispute resolution regime has applied progressively to public construction contracts. The system records the dates your team or your advisors have determined; we neither calculate nor interpret them.
04
A price in writing before we start. A monthly fee agreed in advance.
$4,900 to $7,900Implementation · CAD · before taxes
$4,900 for the starting point: tiered follow-up sequence, templates, aging table, written procedure. Up to $7,900 for the extended system: follow-up drafts prepared in your accounts, holdbacks, time-and-material extras, connection to your accounting software. The exact price is stated in the written proposal you receive before accepting the implementation.
$1,000/monthCopilote · after the Extended implementation · three-month initial term
We monitor how it runs, adjust the rules and prepare the monthly report; your team keeps the approval and sending of external follow-ups. Capacity, data sources and update frequency are defined in the proposal. The price covers a documented process, its monitoring and a clear monthly view, without promising a collected amount or replacing your team, your accountant or your advisors. Third-party usage fees, if any, are extra and stated in the proposal.
05
The one-page monthly report.
Each month: follow-ups prepared and sent by your team · payments recorded according to your books · observed delay and trend · anomalies (holdback coming due, extra not invoiced, account aging) · next actions, prioritized.
Five minutes of reading. You know where your money is.
This report is an internal management tool built from your data, without verification. It is not an audit, review or compilation engagement, and it is not intended for a lender, surety or other third party.
06
Two follow-up examples.
Drafts for commercial invoices between businesses only. An authorized person at your company verifies the receivable, approves the text and sends it from your account. We do not contact debtors, receive no payments, and remove any disputed or legal file from the process.
Follow-up 1 · five days after the due date
- Subject
- Follow-up on invoice 2041 · Beauport project
- Message
- Hello Martin,
A follow-up on invoice 2041 ($12,480, due June 12) for the work at Beauport project. If payment is already on its way, please disregard this message.
Otherwise, could you confirm the expected payment date?
Thank you,
[Your name] · [Your company]
Follow-up 2 · twenty days after the due date
- Subject
- Invoice 2041, 20 days past due · Beauport project
- Message
- Hello Martin,
Invoice 2041 ($12,480) remains unpaid 20 days after its due date. If anything is missing to process the payment (release, document, confirmation), let us know and we will resolve it this week.
If we have not heard from you by July 17, we will call you that day to agree on a payment date.
Thank you for your cooperation,
[Your name] · [Your company]
07
Receivables: frequently asked questions.
Who sends the follow-ups?
The system prepares the draft according to the approved rules. An authorized person in your company verifies the receivable, approves and sends. We maintain the process and the report, but we do not communicate with the debtor on your behalf.
Is this a collection service?
No. The service is limited to the administrative follow-up of commercial invoices between businesses. We receive no payments, contact neither consumers nor personal guarantors, send no formal demand letters and handle no disputes. Disputed or legal files are handed back to your team and to authorized professionals.
Does it replace my accountant?
No. No bookkeeping, no accounting advice. The system plugs into your accounting software to prepare the data, drafts and follow-ups that your team verifies and carries out.
Do you guarantee that I will get paid faster?
No. No amount collected or payment timeframe is guaranteed. The contract instead defines the system’s features, the alerts, the report and the acceptance criteria; your team verifies and sends the communications.
Why a three-month initial term?
Because the data has to be cleaned up, the rules tested over several due dates and the report adjusted with your team. The initial term and the notice period are written into the proposal.
What happens if you are not available?
The table, alerts and drafts are configured and documented in the accounts in your name set out in the contract; the person you designate keeps access to them. The continuity procedure delivered at go-live describes the safe shutdown of automations, your emergency access and the takeover by your team or by the provider of your choice. If we are unavailable for an extended period, the proposal specifies how billing is suspended, how fees paid in advance are credited and your right to end the service without penalty.
Let’s talk about your receivables.
A 25-minute call to look at your aging, your tools and what is getting in the way. No commitment.