Accounts Receivable Software

Master Contractor Cash Flow with Accounts Receivable Software

You know the feeling. You finish a job, the customer is thrilled, and then you wait. And wait. Getting paid shouldn’t be the hardest part of your job, but for too many contractors, it is. That’s where the right accounts receivable software changes everything.

We built Aptora because we are contractors making software for contractors. We understand that your cash flow is the lifeblood of your operation. This article will walk you through everything you need to know about managing your money, from the first phone call to the final deposit.

Why Standard Invoicing Fails Contractors

Most generic billing systems treat every business the same. They don’t understand retainage, progress billing, or the way materials flow through a truck. You need an AR management software built for the chaos of field service.

Common contractor pain points:

• Tracking down payments for change orders
• Managing different tax rates across city and county lines
• Applying partial payments correctly
• Knowing which jobs are actually profitable
• Handling credit card security without breaking the bank

If these sound familiar, you are not alone. The solution isn’t just about sending invoices faster. It’s about controlling the entire sales cycle.

The Real Cost of Poor Receivables

Every day a payment sits uncollected, you are losing money. You already paid for the labor, the materials, and the gas. That money should be in your account, not floating in someone else’s.

Delayed payments mean:

• You can’t make payroll comfortably
• You pass on material deals because you lack cash
• You waste time on the phone chasing money instead of bidding work
• You stress about your business after hours
• Good software fixes this by making the process automatic and consistent.

Starting Strong: From Lead to Proposal

Cash flow doesn’t start when you invoice. It starts the moment a potential customer calls. You need a system that captures every opportunity and turns it into a paying job seamlessly.

Sales Opportunity Manager (SOM)

Total Office Manager® includes an extensive set of sales lead management tools. You can create a product list and track closure rates by product and salesperson. You can develop profiles and qualifying questions to know exactly who you are dealing with before you step on site.

Customer Relationship Management (CRM)

The CRM system offers a very robust set of tools for capturing information about your prospects and clients. There is a powerful contact log and an unlimited number of user defined fields. You will never forget a conversation detail again.

Creating Accurate Proposals

You can create highly detailed, or very simple, estimates and sales proposals. You can enter a projected total and build up your item list to match it. Group items and flat rate tasks can be inserted. The Look Up feature allows you to do sophisticated searches and filtering to add items in bulk.

Key proposal features:

• Change orders can be added as needed
• Purchase orders automatically generate for items not in stock
• Track estimated vs. actual gross profit in real time
• Attach documents to specific jobs for easy reference

The Billing Process: Invoicing That Actually Works

Here is where the magic happens. Once you make the sale, you need to convert that estimate to cash with zero friction. Your accounts receivable software should make this instant.

Sales vs. Invoices

Use the sales form when you have already received payment, like COD jobs. The invoice form allows you to receive a partial payment and collect the balance later. This distinction is crucial for accurate bookkeeping.

Unique contractor features:

• Use the unique Reimbursables feature to quickly gather and apply materials
• Assign sales commissions and multiple technicians with a few clicks
• Progress billing is fully supported
• Handle down payments and retainage with ease
• Line-by-line item sales tax methods keep you compliant

Handling Complex Payments

You can add a primary and secondary default payment method for each customer. Strong encryption is used to protect credit cards, and security codes are not stored for safety. Batch credit card and ACH processing is available to save time on office days.

Payment options include:

• “On File” credit card storage with heavy-duty security
• Multiple default payment methods per client
• Canadian payment options available
• Credit card number validity checking to catch typos

Sales Tax Made Simple

Sales tax can be calculated on retail price, wholesale price, or gross profit depending on your situation. Each item can be taxed by one or more sales tax items. Multiple tax authorities are managed easily in one window.

There is a nice payment window that tracks who you owe, how much, and when it’s due. No more missed tax payments or penalties.

Statements and Collections: Getting What You Deserve

You did the work. Now it’s time to collect. This is where AR management software proves its worth. You need tools that make follow-up automatic and professional.

Statement Creation That Works

We have built a unique set of features and options that should satisfy even the most demanding person. It’s really easy to sort and filter your list of who needs a statement this month.

Statement features:

• Dozens of customizable templates to pick from
• Use the statement report designer to create your own custom forms
• Exclude friends and family from notices with VIP exclusions
• Print or email statements with a single click

Assessing Finance Charges

It’s easy to create a list of people to assess finance charges to. There are many different options on calculation methods. You can charge interest on overdue amounts to encourage faster payment, but you can also easily exclude VIPs from these charges.

Past Due Alerts

The system provides past due and over credit limit alerts right when you need them. Password protected credit hold prevents sales to customers who haven’t paid their bills. You stay in control.

Reports: Knowing Your Numbers

You cannot manage what you do not measure. Total Office Manager’s vast array of reports allows you to see extensive details regarding who owes you and when the money is due.

Critical AR Reports

• Aging reports: See exactly who is 30, 60, or 90 days overdue
• Sales history: View detailed history by customer, item, or job
• Commission reports: Calculate what you owe your sales team
• Tax liability reports: Know what you owe the government

Report Designer

Estimates, invoices, sales, and statements can be created using any of our dozen or more templates. You can also modify a template or create a report from scratch using our powerful, yet easy to use, report designer. Make your paperwork look exactly how you want.

Detailed history features:

• View a single vendor’s history in one easy-to-use location
• See pending purchases, previous purchases, bills paid, bills due, checks written, and items received
• Right click on an item to view a complete history including every purchase and every sale

Mobile Management

Optional mobile management keeps you connected in the field. Check customer balances before sending a tech. Approve credit holds from the job site. Your office is always with you.

Special Features for Contractors

Generic software misses the mark on contractor-specific needs. Here is what makes contractor-focused software different.

Inventory Integration

Bar codes, pricing, and inventory tracking connect directly to your AR. When you sell an item, it automatically removes it from stock. You can import vendor items and pricing to keep margins healthy.

AIA® Billing Option

For commercial contractors, the AIA billing option is essential. It handles the specific formatting and documentation required for architect-led projects. You look professional, and you get paid faster.

Point of Sale (POS)

By combining all of the power of Total Office Manager with a cash register, POS Light will allow contractors and service companies to better manage their over-the-counter sales in a retail store environment.

POS features:

• Use an inexpensive computer or repurpose an older one
• Includes USB cash drawer, USB credit card swipe, and bar code scanner
• Cables and power adapter included
• Special software update for seamless integration

Consignment and Floor Plan Sales

Handles sales on consignment (floor plan) with ease. If you sell items you don’t own yet, the software tracks those obligations separately. No more confusion about what inventory is truly yours.

Getting Started with Better AR

You don’t need to be a computer expert to use good accounts receivable software. You just need a system designed for your world.

Training and Support

We provide training videos and manuals with every system. Comprehensive context sensitive help means you can get answers while you work. When you need a person, our team is here.

Live demonstrations by knowledgeable professionals are available. The best way to learn about Total Office Manager’s comprehensive sales and A/R system is to attend one of our live demonstrations. There will be zero sales pressure, just an informative product demonstration.

The Bottom Line

Cash flow is not just about having money in the bank. It is about having the right money at the right time. It is about knowing exactly where every dollar stands and when it will arrive. For contractors, this knowledge is power.

What great AR software delivers:

• Faster payments through professional, accurate invoices
• Less stress because you know your real numbers
• Better customer relationships through clear communication
• More time to focus on growing your business

You started your company to build things, serve customers, and create a legacy. You didn’t start it to chase checks and reconcile spreadsheets. Let the software handle the money so you can handle the work.

Take the Next Step

If you are ready to stop wrestling with accounts receivable, we are here to help. Contact us for more information at 913-492-9930. Our team knows contracting because we are contractors. We speak your language and understand your challenges.

Your business deserves to get paid. Your family deserves the peace of mind that comes with steady cash flow. And you deserve to sleep at night knowing your accounts are under control.