PAPERWORK CHASING

The paperwork you’re waiting on shows up before the work depends on it.

Requests and reminders go out on a schedule for insurance certificates, W-9s, signed forms and waivers, and each file lands where you’ll look for it. You still decide what a payment requires.

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THE JOB TODAY

Small asks that slip until a payment or a start date waits

A vendor’s invoice comes in Friday, and their insurance certificate expired last month. You text them, they say their agent will send a new one, and Monday it still isn’t there. The W-9 and the signed form you asked for are somewhere in a text thread, as photos nobody filed.

WHAT WE AUTOMATE

Every missing document asked for until it’s in

Track, request, file

The system tracks what each vendor and customer owes you on paper and when it expires, and requests anything missing or close to lapsing. It follows up until the document arrives, files it in the right folder, and tells you it’s in.

Texting for the same form

You stop checking expiration dates by hand before you cut a check, and stop sending the third reminder for a form someone promised last week. You stop spending a Saturday matching invoices to documents to find the two that never came.

Read the guide for home builders

HOW WE INSTALL IT

Four steps, and you’re never locked out of your own systems.

  1. A free discovery call, where you walk us through a normal week.
  2. A written plan: exactly what we’ll build and in what order, credited in full toward setup if you move forward.$500written plan, credited toward setup
  3. Build: we build it inside the accounts you already use, QuickBooks, email, your calendar.
  4. Go live. You review what matters, and we run the rest.

WORKS WITH

Tracked in your own email, calendar and folders

Requests go out from Gmail, Outlook or your business number, renewal dates sit on Google Calendar or Outlook Calendar, and files land in Google Drive or SharePoint. QuickBooks Online and JobTread show which payments are coming up.

FAQ

Questions before it asks anyone for anything

Does it decide who gets paid?
No. It never pays anyone or holds a payment, and it doesn’t decide what coverage, waiver or form a payment requires. Those rules come from you and your lender, insurer or attorney. Before a check goes out, you see what’s on file and what’s missing, and the call stays yours.
What if someone sends the document as a photo in a text?
It gets saved to the right folder with a clear name and checked off, whether it came by text to your business number or by email. If the photo is unreadable, looks like the wrong document, or the system can’t tell who sent it, it comes to you instead of being marked received.
Won’t my vendors get annoyed by automatic reminders?
You set the wording, how often it asks, and when it stops and hands the matter to you so you can pick up the phone. It stops the moment the document arrives, and you approve the wording before the first request goes out in your business’s name. A request that names the job, the document and the date is easier to answer than a late-night text.
Can it chase things besides insurance certificates and W-9s?
Yes, if it’s a document someone owes you: a signed contract, a permit form, a customer’s approval, a renewal. On the call we list what you chase today and who you chase it from, and the build covers that list.

MORE WE AUTOMATE

The other five kinds of work we take off your plate.

Solutions

Stop being the one who has to ask twice

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