Monthly billing or payment book?

[JHLC]

I am debating the idea of mailing out some kind of payment book and 12 self addressed envelopes to my residential customers next year. I am getting tired of spending time printing invoices and stuffing envelopes and paying for postage. I think half of them don't even open the bill.
Does anyone else do this? If so, how do you do it?

[rob7233]

I would be curious to see if anyone has done this and the cost involved to produce and replace lost books to the clients. I see it now, if they can't find their bill to know when it needs to be paid it's only going to get worse when they lose the entire book!

Why don't you look into getting into processing credit cards for payment and giving a discount for auto pay or at least for a back up for non payment. Do you bill and collect after service or do you have your customers pay ahead?

[JHLC]

I bill after and have had very few people with late payments. Some mail out their check before they get their bill and some have auto pay with their bank that sends me a check on the same day each month. I'm wasting my time sending invoices to these people. I could just send a letter to these customers asking if they still need to receive an invoice each month. That would cut down on a lot of them. I was thinking I could mail out the payment books and envelopes at the beginning of the year when I am slow and have time and it would save time the rest of the year.

[Chilehead]

I think I would stick with monthly billing. Lets suppose hypothetically you send out the books. You've just invested some serious money in composing, printing, and distributing them. If the customer does not pay, you STILL need to send them a letter with an invoice indicating that they owe you. Now step back for a second and reconsider billing monthly. Everything is do-it-yourself. Each mailed invoice including postage cost maybe $0.60 each--and you KNOW there is no excuse for someone not paying because you KNOW you mailed an invoice. And for those who don't pay--call them 3 days after the due date to find out where the money is. The longer one delays in collecting payment, the more difficult it is to collect. Customers must receive the message that you do not tolerate late payments without a penalty.

[rob7233]

I think you're on the right track by considering sending the bill via email. did you spell out or provide documentation as to what the late penalties are?

Many companies that provide service send out bills in advance. You probably don't realize that's how you my be paying your cable bill etc. It works for me and I don't extend credit on my labor for regular monthly service. Not as much of a problem if they're a little late and solves the problem of them quitting service without notice etc.

[BILLMASTER]

Billmaster is a software package that can help you run your business and you would be able to track the late payments easily. The program also allows you to send out bills via e-mail or charge your customers' credit cards monthly. If you wanted to call your customers three days after you send out the bills, the program would automatically bring up these names to allow you to make the calls. Visit our website at www.billmaster.info to learn more about Billmaster.

[HouseReadyServices]

Hello From Hilton Head Island, SC ...

We use QuickBooks Pro. A really good accounting package.

Our company policy is that all of our monthly accounts pay "In Advance" for their monthly service when they receive their invoice.

All of our service invoices are e-mailed at the beginning of each month and customers have seven days to pay.

If payment is not received, no service is scheduled. The only problem we have is an occassional client who pays late and needs a friendly reminder.

[land_scaper70]

The ones that I bill monthly, I just send them an e-mail (e-bill) than they have to get an envelope or they use bill payment service through their bank. New accounts have to pay cash or check for the first month before I put them on e-billing just to make sure I do not get burnt. I have them put their e-mail account on their maintenance agreement at the beginning of the season new accounts I get it after that first month of service.:usflag::usflag:

[J-Man]

QB is good.
We emai lour invocie to them and they can pay online or mail a check..your choice.
You can also memorize their invoice. This is good if the monthly amount is the same. The invoice post weekly, bi-weekly, monthly, whatever you want to do. It really eliminates a lot of redundant work.

[J-Man]

Sorry...forgot to spell check:hammerhead::wall

[SunState Lawn Care inc]

Ours are billed the last wek of the month we ask them to pay by the 10th of the following month we do ad a late fee if they don't pay on time except for the commercial accts that we know pay 30 or 45 days. I don't see the coupon book working well, what if you do extra work for them you still have to mail a bill out.