PortaPottyBossPro Blog — Billing & Rental Invoices

One Monthly Statement for Contractor Porta Potty Accounts, Every Site Included

Construction contractors are often a porta potty company's best customers: steady, long-term and spread across many sites. They are also the customers most likely to pay late, and the reason usually has nothing to do with money. It has to do with paperwork.

The Problem With an Invoice per Job

The previous article, Online Payment From the Customer App: Letting Porta Potty Customers Pay Without Calling, covers customers who pay online on their own. Contractors usually work differently: they pay on account, in bulk, on their own schedule.

Picture a general contractor with units on seven sites. You service each one weekly. If every service creates its own invoice, that is twenty-eight invoices a month landing on one bookkeeper's desk. Some get lost. Some get matched to the wrong job. Some sit in a pile waiting for a project manager to approve them. You end up chasing invoices one at a time while the contractor pays whichever ones floated to the top.

One Statement, Every Site

The fix is to bill the account, not the job. In PortaPottyBossPro, set a contractor's account to Monthly and they get ONE statement each month covering every job at every one of their sites. Each line on the statement is labeled with the site address, so their office can see exactly what happened where.

Weekly services, extra pump-outs, deliveries, pickups, extra rental days and any fees all roll up onto that one statement. The contractor gets one document to approve and one payment to make. You get one thing to follow up on instead of twenty-eight.

Why Site Labels Matter

Contractors charge porta potty costs to individual jobs. Their project managers need to know what each site cost so they can bill it back to the job or the owner. A statement with a single total does not help them. A statement where every line carries the site address lets them split the cost in minutes. Site Addresses on Every Line: Making Multi-Site Porta Potty Bills Easy to Check goes deeper on how to make those lines easy to check.

Sites Come and Go

Contractor accounts are never static. New jobs start, old ones finish, units move between sites. Because each site is its own property under the client, adding a new site is just adding a new address to the account. The next statement includes it automatically. When a site closes and the units are picked up, the pickup and any extra days show on that month's statement and the site simply stops appearing after that.

Sales Tax Across Sites

A contractor's sites can sit in different tax areas. Sales tax is figured per site, so each line on the statement carries the right tax for where the units actually sit. The contractor does not have to sort it out, and you do not have to calculate it by hand.

Site Contacts and Who Approves

On a large account, the person who pays the bill is rarely the person on the site. Each site can have its own contacts and gate or access notes, so drivers know who to talk to on the ground, while the statement goes to the office that pays. Ask each contractor who approves the statement and make sure it goes to them, not the superintendent.

Terms That Fit Contractors

Monthly accounts usually pay on terms, such as net 30. Agree on the terms when the account opens and put them on the statement. Because there is only one statement a month, follow-up is simple: one reminder, one call, one check. For accounts that keep running late, move them back to card on file. See Past-Due Porta Potty Invoices: A Follow-Up Routine That Gets Paid for a routine that works.

Setting Up a Contractor Account

When a new contractor signs on, set the account up right from day one. Create one client for the company, add each job site as its own property with the site contact and access notes, tag the client as Contractor, and set billing to Monthly. Agree on who receives the statement and what the payment terms are, and write both down on the account.

If the contractor approves an estimate online, the approved estimate becomes scheduled services for that site. From there, weekly service comes due on its own, the driver completes it on the route, and the work flows straight onto the next monthly statement. Nothing has to be retyped between the quote, the schedule and the bill.

Bill the Way Contractors Pay

Contractors pay accounts, not tickets. Give them one monthly statement with every site labeled and they will pay it faster and with fewer questions. See how monthly account billing works on the PortaPottyBossPro porta potty billing software page.