How to get a general contractor to pay you

How to Get a General Contractor to Pay You

Getting paid by a general contractor can be tricky, especially when their payment is delayed. The key is to have a plan. Start by identifying and storing the contact details of the site manager, accounts payable contact, and the person who signs off on payments. These are the people who matter when it comes to getting your payment processed.

Set a follow-up schedule. Begin with a polite reminder email to the site contact. If there's no response, move up to the accounts payable contact. Keep notes of every communication. This way, if you need to call, you're not starting from scratch but discussing documented facts.

What Most Owners Try First, and Why It Stops Working

Most business owners start by sending a reminder email or making a call. They might even drop by the site hoping a face-to-face conversation will speed things up. But when the payment still doesn't come through, it gets awkward. Repeated calls and emails can strain relationships, putting future projects at risk. Without a clear escalation path, it's easy to get stuck in a loop of unanswered messages.

What to Do Instead

Try this approach:

1. Identify the Right Contacts: Note down the site manager, accounts payable contact, and the signer.
2. Create a Follow-up Schedule: Draft an email sequence. Start with a gentle reminder, then escalate to the next contact if needed.
3. Keep a Record: Document every interaction. This provides a trail that can be referenced if needed.

Here's an email template to start:

``` Subject: Follow-up on Invoice #[Invoice Number]

Hi [Site Contact's Name],

I hope this finds you well. I'm writing to follow up on the payment for invoice #[Invoice Number] dated [Invoice Date]. Please let me know if there's anything you need from us to process the payment.

Thank you, [Your Name] ```

If there's no response within a week, escalate to:

``` Subject: Second Follow-up on Invoice #[Invoice Number]

Hi [Accounts Payable Contact's Name],

I wanted to check in regarding invoice #[Invoice Number]. I've reached out to [Site Contact's Name] but haven't heard back. Could you please update me on the payment status?

Appreciate your help, [Your Name] ```

How This Gets Easier with a Follow-up Schedule

When you have a set plan, following up becomes less about making awkward decisions and more about executing a strategy. With ARPilot, you draft your messages and let the system manage the timing. Every message waits for your approval, so nothing goes out that you haven't seen. This keeps you in control while ensuring your follow-ups are timely and consistent.

FAQ

How do I find out who the accounts payable contact is?

Start by asking your initial contact at the contractor’s site. They can usually point you in the right direction. If not, try calling the main office and asking directly.

What if they still don’t pay after following up?

If gentle follow-ups and escalation don't work, consider offering a payment plan. This shows goodwill and can sometimes unlock funds.

How often should I follow up?

Start with a weekly schedule. If there's no response after two attempts, escalate to the next contact. Always keep your tone professional and factual.

How do I keep track of all my follow-ups?

Use a spreadsheet or a tool like ARPilot. With ARPilot, every message you draft is logged, and you approve each before it sends. It keeps everything organized and transparent.

Why is it important to keep records of all communications?

Having a record ensures you can address any disputes with facts. It also helps you stay organized and professional.