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Daily Duties: Billing
BILLING DUTIES
Most duties are reactive to input from customers and other personnel. These duties can be completed by 1-2 employees as needed.
Daily priorities:
- Process Payments
- Process payment postings by date and method (CC/Check/ACH)
- Process email CC payments (add to daily receivables for the day it will post on CC tab)
- Process check deposit (add to daily receivables for today’s date on Check deposit slip)
- Log payments on commission tracking sheet as applicable
- Process new job folders – deposits and final billing
- Prepare AIA Documents / Progress Payments
- Request COI and W-9 as needed
- Close Job Folders upon job completion
- Verify materials used
- Prepare Warranty Letter
- Invoice Box Sales and Weld shop cut sheets
- Answer customer / colleague query emails
- Collections (up to 1 hour)
- Filing (up to 1 hour)
- Release of Lien letters as instructed (notaries include Denise S.)
As appropriate:
- Answer phones, take service calls, cc payments and customer queries
- 30 mins filing per day
Actions by date:
- 1st of the month – Maintenance contract billing (tracked in folders and on “Maintenance Contract and Billing Master” found here: N:\Billing\Maintenance)
- 10th of the month – Begin Contract Billing (follows monthly sales meeting. List of jobs to bill comes from Kelly)
- 20th of the month – Storage Lot billing (tracked in folder and on “Storage Lot Invoice and Payment tracker” found here: N:\Billing\Storage Rental)