Facility and field service companies invoice monthly and often discover unpaid balances only after months of service. We collect with service agreements, work orders and visit logs, and recommend credit terms that prevent repeat losses.
Why commercial services invoices go unpaid
- Property managers and tenants passing invoices around
- Service continued while invoices aged
- Small balances across many clients
- Contracts signed by a property manager that later says it was only the owner's agent
Small balances, done right
Our minimum balance is $1,000, and our flat-fee pre-collection series is built for the many small invoices service companies carry.
Janitorial, landscaping, security, pest control and HVAC maintenance companies often carry dozens of accounts between $1,000 and $5,000. Those balances are worth collecting, but not worth a manager's afternoon each. We work them in volume while keeping each one documented.
Who actually owes the invoice
Facility service contracts are often signed by a property manager, not the property owner, and the invoices go to an office that may change every time the building is sold or the management company is replaced. When the account goes unpaid, each party points at the other: the manager says it was only an agent, the owner says it never signed, and the tenant says common-area services are the landlord's problem.
The answer depends on the contract. As a general rule, an agent that signs for a disclosed owner binds the owner, not itself, while a manager that signs in its own name or without naming the owner may be personally liable. We read the signature block and the agreement before making the first demand, so we go to the party that owes you.
Excuses we hear from facility clients
- "The work wasn't done." We produce visit logs, GPS check-ins, completed work orders, guard tour reports or photos from the dates billed.
- "We cancelled months ago." We check the agreement's notice terms and whether services kept being accepted after the claimed cancellation.
- "The building was sold." We find out who owned the property and who signed during the billed period, and whether the buyer assumed service contracts.
- "Send it to the new management company." We will, along with the agreement and the history, while keeping the original contracting party on notice.
- "Quality was poor." We ask whether complaints were made at the time. A record of services accepted without complaint for months is hard to overcome.
A typical timeline for service accounts
Service invoices usually run in a monthly series, so by the time one is noticed, three or four months may be unpaid. Placed early, most accounts settle in the first few weeks once the right decision-maker sees the full statement and visit records. For older or larger balances, or a client that has moved on to another vendor, we recommend legal action only when the paper trail and the debtor's assets support it, and you approve every step.
Terms that stop the next loss
- Have the property owner, not only the manager, sign the service agreement, or get a written statement that the manager signs as agent for a named owner
- Require written notice of cancellation and of any sale of the property
- Suspend service after a set number of days past due, as your contract allows
- Keep visit logs and photos with every invoice
- Get a new agreement whenever the building changes owner or manager
- Invoice and collect monthly rather than letting balances run for a quarter
Who we collect for
- Janitorial and commercial cleaning companies
- Landscaping, snow removal and grounds maintenance contractors
- Security guard and patrol services
- Pest control and sanitation providers
- HVAC, elevator, fire protection and other maintenance contractors
- Waste hauling and portable sanitation companies
Leverage service companies already have
Unlike a supplier that has already shipped, a service company is usually still on site. The right to suspend service under your agreement, after written notice, is often the fastest way to get a past-due account paid. A clear contract that names the owner as the party responsible, a record of services accepted without complaint, and a collection-cost or attorney fee clause all strengthen the demand. Where a service contract involves work that improves real property, such as some landscaping installation or HVAC replacement, state mechanic's lien laws may also apply, so tell us if the work went beyond routine maintenance.
Documents that make your claim collectible
- Service agreement
- Work orders and visit logs
- Invoices and statements
Frequently asked questions
Is it worth collecting a $1,000 invoice?
Yes. Pre-collection costs a flat fee per account, and contingency collection costs nothing unless we recover money.
The property manager says the owner owes us, and the owner says it never hired us. Who pays?
It depends on who signed and in what capacity. We review the agreement, the signature block and the invoicing history, then pursue the party that is legally responsible, and sometimes both.
Can we keep servicing a client while you collect?
You can, but most service companies pause or require prepayment for new work while the past-due balance is resolved. We can set up a plan that clears the old invoices if you want to keep the account.
Where does the money go?
Straight to you. The debtor pays your bank account directly, so you never wait on us for your money. We invoice our fee after you're paid, and every payment, call and promise shows in your updates.
Can we charge late fees and interest on unpaid service invoices?
Usually only if your service agreement provides for them, and state law can limit the rate. Where the agreement allows it, we include contract interest and late fees in the demand.
Where we collect for commercial services businesses
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