Collections

Wednesday, March 3 · 14 open invoices need a touch this week

RulesReview 6 drafts

Open receivables

$184,320

$41,900 collected since Monday

Current 52%1 to 3031 to 6060+

Days sales outstanding

38

▼ 9 days since the assistant started

Promised this week

$27,450

from 6 customers, tracked by date

Hours saved

11.5

this month, at 4 minutes a follow up

Due soon$96,110

Ridgeview Builders$18,420.00

INV 20931Due Mar 8

Friendly heads up scheduled for Friday 8 AM

Cole and Daughters$6,215.40

INV 20944Due Mar 10

Always pays on the due date. No reminder needed.

Parkway Church$2,760.00

INV 20951Due Mar 12

New customer. Welcome note with payment options drafted.

1 to 30 days$44,230

Magnolia Homes$12,880.00

INV 2087712 days late

Draft ready: second reminder with the signed delivery ticket attached

Southside Remodeling$3,940.75

INV 2086519 days late

Promised to pay Mar 5 by ACH

Summit Roofing$7,410.00

INV 2085923 days late

First reminder opened. Second one queued for Thursday.

31 to 60 days$25,780

Beacon Property Group$15,300.00

INV 2071241 days late

Disputes 20 short sheets of drywall. Credit memo drafted for you.

Kline Carpentry$4,120.00

INV 2069847 days late

Suggests a call. Three emails unanswered.

Delta Home Services$6,360.00

INV 2068152 days late

Payment plan agreed: 3 payments of $2,120

Over 60 days$18,200

Trident Contracting$18,200.00

INV 2054074 days late

Credit hold proposed. New orders wait for your approval.

What the assistant did this week

Every action is logged and reversible

14 follow ups drafted· 11 approved by Dana, 3 edited firstMon to Wed

$41,900 matched to invoices· 9 deposits reconciled in QuickBooksDaily 6 AM

6 promises to pay logged· each gets a reminder if the date passes$27,450

Collections

Magnolia Homes · INV 20877

$12,880.00 · 12 days past due · second reminder

Draft, written in your voice

Ready for approval

To

Renee Alvarez <ap@magnoliahomes.example>

Cc

Tom Birch, project manager

Subject

INV 20877 for Oakmont lot 14, with the signed delivery ticket

Hi Renee,

Following up on invoice 20877 for the framing package we delivered to Oakmont lot 14 on February 5. It came due on February 19, so it is now 12 days past due at $12,880.00.

Last time you mentioned the site needed proof of delivery, so I have attached the ticket Tom signed on site. If anything else is holding it up, tell me and I will sort it today.

You can pay by ACH or card from the link in the invoice. Thank you, and good luck with the spring closings.

Dana Whitaker
Harbor and Pine Supply Co.

Delivery ticket DT 5518, signed.pdf

Why this draft. Renee replied to the first reminder asking for proof of delivery. The assistant found the signed ticket in the Delivery folder, matched it to the invoice, and kept your usual sign off.

Approve and sendEditSend MondaySkip

How Magnolia pays

Average days to pay

27

Open balance

$12,880

Paid last 12 months

$214,600

Credit limit

$40,000

History

Invoice sentFeb 5 · from QuickBooks

Friendly reminder, approved by DanaFeb 22 · opened twice

Renee asked for proof of deliveryFeb 24 · read by the assistant

Signed ticket found and matchedToday 7:12 AM

Bills from email

Read from ap@harborpine.example · matched to purchase orders · posted to QuickBooks after you approve

9 newApprove 5 clean matches

To approve

$63,418.22

GP

Georgia PacificBill 88410 · PO 3321

$21,904.50
1 line differs

SI

Simpson Strong-TieBill 55120 · PO 3318

$8,112.00
Matched

WF

WeyerhaeuserBill 30442 · PO 3316

$17,640.00
Matched

AL

Alabama PowerUtilities · February

$2,318.72
Recurring

FL

Fleet fuel card6 trucks · February

$4,902.00
Coded

HD

Hardware distributorBill 7719 · no PO found

$8,541.00
Needs a PO

Georgia Pacific · Bill 88410

Price differs from the PO

INVOICE

No. 88410
Feb 26

Bill to: Harbor and Pine Supply Co.
PO: 3321

Item	Qty	Unit	Amount
OSB 7/16 4x8	1,200	12.45	14,940.00
Plywood 3/4 CDX	180	36.70	6,606.00
Freight	1	358.50	358.50
Total			21,904.50

Terms: Net 30 · Due Mar 28

VendorGeorgia Pacific

Bill number88410

DueMarch 28 · Net 30

Account5010 Inventory purchases

Against PO 3321

ItemQtyPOBill

OSB 7/161,20012.4512.45

Plywood 3/418034.9036.70

Plywood is billed $1.80 a sheet over the PO, $324.00 in total. A note to your rep asking for a corrected bill is drafted.

Send the note and holdPay the PO price, $21,580.50

Nothing posts to QuickBooks until the bill matches or Dana approves the difference herself.

Lien rights

Every job site you delivered to, the notice deadline your state sets, and what is at stake if it passes

State rulesReview 2 notices

Protected by a notice on file

$212,640

31 job sites covered, including every one over 60 days

Notices due in 10 days

2

drafted and waiting for your yes

At risk this month

$23,480

if the two notices do not go out

Job sites tracked

46

clock starts at the first delivery ticket

Job sites by deadline

Read from delivery tickets and invoices

Magnolia Homes · 418 Laurel Bend

First delivery Feb 3 · $12,880 open · notice not yet sent

Due in 6 days

Summit Roofing · Pine Hollow Clubhouse

First delivery Feb 9 · $10,600 open · notice not yet sent

Due in 9 days

Beacon Property Group · Harbor Point Lofts

First delivery Jan 6 · $15,300 open · notice sent Jan 21

Protected

Trident Contracting · Eastgate Medical

First delivery Dec 12 · $18,200 open · notice sent Dec 28

Protected

Ridgeview Builders · Stonecrest Phase 2

First delivery Feb 17 · $18,420 open · notice sent Feb 24

Protected

Notice drafted: Magnolia Homes

6 days left

OwnerLaurel Bend Holdings LLCContractorMagnolia HomesMaterialsFraming lumber, sheathing, trussesValue$12,880.00 to date

Owner name and address pulled from the county property record and the job's first delivery ticket. Your attorney or lien service files it; nothing is sent without your yes.

Approve and send to the filerEdit

Why a supply house needs this

A reminder email does not get you paid when a builder goes under. A notice sent on time keeps your right to a lien on the property. Generic collections tools do not know a job site exists. This one starts the clock at the first delivery ticket.

Cash forecast

13 weeks · built from open invoices, promises to pay, bills, payroll and each customer's real payment habits

Export for the bank

Cash on hand, week by week

Expected · Low case

How it is built. Each open invoice lands on the customer's own average days to pay. Promises to pay land on their promised date. Bills land on their due date, payroll on the 15th and 30th. The low case adds 10 days to every customer and drops the two slowest payers.

Lowest point, expected

$62,400

week of April 12, after the spring stock order. Above your $50,000 floor.

Biggest moves

Ridgeview Builders+$18,420

Beacon Property Group+$14,976

Spring stock order−$96,000

Payroll, twice a month−$38,500

FromHarbor and Pine back officeToDana WhitakerSubjectWednesday: $41,900 in, 6 drafts ready, one bill to question

Good morning, Dana.

Three things need you today. Everything else is handled.

Collected since Monday

$41,900

Open receivables

$184,320

Cash low point

$62,400

Needs you

6 follow ups are drafted. Magnolia Homes asked for proof of delivery; the signed ticket is attached.
Georgia Pacific billed plywood $324 over the PO. A note to your rep is ready to send.
Trident Contracting is 74 days late. A credit hold is proposed; their open order waits for you.

Handled overnight

5 vendor bills read, coded and matched to purchase orders.
Southside Remodeling promised $3,940.75 by Friday. Logged, with a reminder if it misses.

Review the drafts