DumpsterBossPro Blog — Contractor Accounts

The Monthly Contractor Invoice: One Bill That Lists Every Job Site

Picture the bookkeeper at a mid-sized builder at month end. She has invoices from the lumber yard, the concrete supplier, the plumber, the electrician and you. Every one of them has to be split by job. If your bill is a pile of separate tickets, some without a site, she sets it aside. If it is one clean invoice that names every job site, she pays it.

Tonnage and extra days from Scale Tickets and Per-Ton Overage on Contractor Loads are the details. This guide is about the document that carries them.

What Monthly Billing Means in DumpsterBossPro

Contractor and commercial accounts are billed monthly with one invoice listing all their jobs. Each line names its job site. Drops, swaps, pickups, extra days and per-ton overage all appear on the jobs they belong to, and sales tax is applied.

The office does not have to assemble anything at month end. As long as jobs were recorded with their sites and details during the month, the invoice reflects the month as it happened.

Monthly billing also helps you. Instead of sending dozens of small invoices and chasing each one, you send one per account. Fewer documents means fewer chances for something to go missing, and one payment to apply instead of many.

Why the Job Site on Every Line Matters

Contractors track costs by job. Hauling is a real line item on a construction budget, and the bookkeeper needs to assign every charge to the right project. A line that says 20-yard swap with no site forces her to guess or call. A line that names the Lot 22 site lets her code it in seconds.

If the contractor uses its own job numbers, store them in a custom field so the number travels with the site. That small detail is often what decides how fast you get paid.

Who Gets the Invoice

Send the invoice to the person who pays, not the super who ordered the cans. Confirm the billing contact when you set up the account and again any time you see an invoice sit unpaid. Contractor offices turn over, and an invoice going to someone who left in the spring will sit forever.

Some contractors want a copy to go to a project manager as well. Ask; it is easier to send to two people than to resend later.

When a contractor tells you the billing contact changed, update it immediately and ask whether any open invoices went to the old address. Resending those right away often clears a balance that was never actually disputed.

Getting Paid Faster

A monthly invoice can be paid online, or charged automatically to a card on file with auto-billing. For smaller contractors who would rather not write checks, card on file is the easiest arrangement for everyone. For larger builders who pay through their own process, a clear invoice and an online payment option still cut days off.

For anything still open, payment follow-ups go out on their own, so the reminder is consistent and polite and nobody in your office has to make the call.

For accounts that pay online rather than by card, put the payment link where the bookkeeper sees it first. The fewer clicks between opening the invoice and paying it, the shorter your wait.

Catching Problems Before the Invoice Goes Out

Before the month closes, check the jobs for each big contractor. Are scale-ticket weights entered? Do the extra days look right? Did every job get a job site? Fixing a missing weight in your office takes a minute. Fixing it after the bookkeeper has questioned it takes a week.

A short review routine on the biggest accounts is worth the time. Those are the invoices that matter most to cash flow and to the relationship.

It also helps to look at the invoice from the bookkeeper's side once in a while. Ask a friendly contractor whether anything on it confuses them. One small change, such as naming sites the way they do, can save every one of your accounts a question each month.

What the Monthly Invoice Does Not Do

DumpsterBossPro bills monthly and lists every job, but it does not manage credit limits, contract terms or purchase-order approvals. If a contractor requires a PO, record the number in a custom field and handle approval in your own process. Be clear with yourself about which parts are the software and which are your policy.

Next, the guide covers card on file and auto-billing. For how the monthly invoice fits with everything else, see the DumpsterBossPro contractor dumpster rental software page.