- Accounting follows dates without project context
- PMs learn about disputes too late
- Documentation requests live in email threads
Construction invoice follow-up automation
Follow the invoice without ignoring the project context.
Construction invoice follow-up automation should know the difference between an ordinary overdue balance and a payment blocked by retainage, an unsigned change order, a missing lien waiver, or a disputed pay application. Aplos builds the follow-up and escalation flow around those states so accounting does not send the wrong message to the wrong stakeholder.
Configured around your tools · monitored after launch · human fallback defined
The business change
Less chasing.
Clearer ownership.
- Blocked invoices route before reminders go out
- PM and accounting ownership is explicit
- Every outreach and exception is logged
How it works
One defined operating flow.
The technology follows the process you approve. Every step has a source, a decision rule, an owner, and a fallback when the normal path breaks.
Read
Pull invoice, customer, project, due date, and current payment status.
Check
Look for retainage, dispute, change-order, waiver, or pay-application blockers.
Assign
Route project issues to the PM and clean balances to accounting follow-up.
Contact
Send the approved reminder with the correct invoice and payment information.
Escalate
Increase visibility by age, amount, account, and unresolved blocker.
Fit and boundaries
Useful because it knows where to stop.
A bounded system is easier to trust, price, support, and improve than a vague promise to “automate everything.”
This is a fit for
- General contractors and specialty contractors with recurring AR follow-up
- Teams where PM and accounting responsibilities overlap
- Companies that can identify payment blockers in a system or review queue
QuickBooksSageProcoreBuildertrendKnowifyGmailOutlook
This does not do
- Automated legal notices
- Lien-rights decisions
- Replacing project-manager judgment on disputed work
Anything outside the agreed flow is handed to a person or scoped separately.
Buying questions
What owners ask before launch.
Can construction invoice reminders account for retainage?
Yes, if retainage and billing status are available in the source data. Retainage should follow a separate rule from an ordinary overdue invoice.
What if the invoice is disputed?
Disputed or blocked invoices should leave the normal sequence and route to the responsible project manager or accounting owner with the available context.
Can it attach invoices and lien waivers?
It can attach or link approved documents when the source system makes them available. Document selection and legal requirements must be defined by the company.
How much does construction invoice follow-up cost?
Aplos Back-Office packages run from $149 to $499 per month, plus a $499 to $1,999 launch and configuration fee. Complex pay applications, multi-entity accounting, or unusual project systems generally require custom scope.
Start with the process
Bring us the calls, follow-up, or admin work that keeps slipping.
We will map the current flow, show where a managed package fits, and separate any custom work before you buy.