ASAP! Need Help With Billing Issues!!

[Suncoast]

We're a small business doing big things in South Florida. I take care of billing and payroll for our sub-contractors, as well as many other things.

We're having issues over our sub-contractors turning in their invoices for payroll. Some of them just aren't doing it or my hard surface manager loses them and I never see them.

We've got a calendar set up for installations which I do check in order to make sure who gets paid which week. But we're having major problems over simple things. I personally don't know WHEN each job is finished b.c my hard surface guy holds onto some paperwork for issues that may come up with each job or whatever it may be.

He doesn't communitcate well, and yet this payroll issue keeps coming back on me.


Does anyone know of a fool proof, more efficient way for this process to happen????

HELP!!!

Elle

[GRPFunding]

Stop paying them until they turn in the correct paperwork. I'll give it one week for them to get in shape

[Suncoast]

I've tried...then my hard surface manager gets all [edited for language] saying how "it should be my responsibility to run THEIR business" (direct quote)

And it turns into a yelling match where I feel like I need to defend myself b.c they keep attacking me on it.

It literally makes me want to quit...

[GRPFunding]

Maybe try 2 weeks then

I don't know - maybe sit down with him and work out the kinks in the system. Sounds like communication is the main issue at hand.

Put together a plan on what needs to be collected - and which responsibilities belong to which person.

[Tom Young]

Originally Posted by GRPFunding

Put together a plan on what needs to be collected - and which responsibilities belong to which person.

DO NOT point fingers.

Many people have a very difficult time accepting that they have not done what was or is expected of them.

Put the plan down on paper creating a hard copy and require that he sign it as well as you. That will get both of you on the same page.

For some reason many people seem to understand the written word more than verbal communications. It will also give you a basis for future follow up as may be required.

Tom

[Karri]

I agree with Tom. My husband runs a business very reliant on subcontractor performance and so there are strict policies and procedures in place that essentially outline how paperwork must be handled before a sub gets paid. Simple as that. Sounds like it may be time to create a Standard Operating Procedures document (SOP). It's tedious at first but eventually it becomes second nature to everyone.

Also, be prepared for a lot of resistance in the beginning. Some may even leave your company on account of your new SOPs. That's fine. You have a business to run, not a daycare And any new talent you take on will come to know your SOPs as a matter of course in doing business with you. They will respect your high standards and know that such processes are how you keep your business sustainable and in turn protect the best interests of your clients AND subcontractors (i.e. no business means no work for them either).

HTH,
Karri

[Gulfhome]

PS you can also try freshbooks or blinksale.com, but Fastdue seems a bit easier to use for internal controls issues like yours.--we've tried them all. Also, agree with the other comments- you seem to need a more consistent system whatever tools you use.

[Gulfhome]

Ok, my previous two messages didnt seem to post for some reason, so I will go back and read the instructions. I am new to this board. But for clarification, I had suggested that you use a system called fastdue.com to help organize your invoicing and collections. We have lots of different entities invoice us with different levels of documentations and it was driving me crazy trying to standardize the bills and get people to document things. Fastdue worked very well for this purpose and their invoices come through very clear on an iPhone.

Thanks-