Payment protectionDetails
- Revisions within the package are free.
- If you do not respond within 3 days of delivery, the work is accepted automatically.
The money is reserved when you pay and released only once you accept the work.
Example result
Process review: order-to-delivery at a custom furniture workshop
Current process map (order intake → production)
- Customer sends an inquiry via website form, phone or Instagram DM
- Owner (Dan) replies personally, often 1–3 days later
- Dan measures on site, sketches by hand, photographs the sketch
- Quote typed in a Word template, emailed as PDF
- Customer pays 50% deposit by bank transfer; Dan checks the bank app manually
- Sketch and notes handed to the shop lead on paper
- Shop lead orders wood by phone; adds job to the whiteboard
Bottlenecks and losses
| Problem | Where | Impact |
|---|---|---|
| All inquiries go through one person | Steps 1–2 | ~20% of inquiries never get a reply; slow first response |
| Paper handoff to the shop | Step 6 | 3 rework cases last quarter due to lost or misread dimensions |
| Deposit checked by hand | Step 5 | Jobs start late; once a job started without a deposit |
| Whiteboard is the only schedule | Step 7 | Delivery dates promised without seeing the load |
Improved process
- All channels lead to one shared inbox; office manager replies within 4 working hours with a booking link for measurement
- Measurements entered into a job card (shared spreadsheet or simple CRM): dimensions, wood, finish, photos
- Quote generated from a price sheet with standard options; Dan approves only non-standard items
- Office manager confirms the deposit and marks the job card "Ready for production"
- Shop lead takes jobs only from the "Ready" column; materials ordered from the card
- Delivery date given only after the job is placed on the shared schedule
Simple metrics to track
- First response time — target: under 4 working hours
- Inquiry → paid deposit conversion — current estimate 25%, target 35%
- Rework cases per month — target: 0–1
- On-time delivery — target: 90%
Step-by-step plan
- Week 1: set up a shared inbox and a job card template
- Week 2: build a price sheet with the 12 most common options
- Week 3: move the whiteboard to a shared schedule; train the shop lead
- Week 4: review the first 10 orders against the new metrics
Client: Oak & Pine Studio, a 9-person workshop making custom tables and shelving. Processes reviewed: order intake, production scheduling, delivery and installation.
The client and all details are made up.
About this service
Cash flow problems often start with the process, not the clients: invoices go out days after the work is done, details are wrong, reminders depend on someone remembering, and overdue accounts are chased by whoever has time. We map the path from finished work or delivery to money in the bank: invoice creation, approval, sending, reminders, disputes, overdue handling and reconciliation. You get a clear invoicing and reminder schedule with owners, an escalation path for late payers and numbers to track, such as days to invoice and days sales outstanding.
What is included
- What you getA written review: invoicing and collection steps with roles, a table of delays and errors, the improved process with a reminder schedule, metrics and a change plan.
- Work-to-cash mapDelivery, invoice, reminder, payment, reconciliation
- Invoice delays and errorsLate sending, wrong details, missing PO numbers
- Reminder scheduleBefore, on and after the due date
- Late-payer pathWho calls, when to pause work, when to escalate
- Cash metricsDays to invoice, days to pay, overdue share
How it works
- 1BriefYou describe how invoices and payments flow
- 2ReviewWe find where money waits
- 3PlanYou get the new schedule and rules
What we need from you
Who issues invoices and when, your accounting or invoicing tool, usual payment terms, how reminders are sent now, how much is typically overdue, and screenshots of an invoice or overdue list with client data hidden.
We will ask you:
- When is an invoice sent after the work is done?
- Which accounting or invoicing tool do you use?
- What are your usual payment terms?
- How do you chase late payments now?
Compare packages
| Packages | BasicInvoicing or collections$19 | StandardInvoice to payment$39 | PremiumFull receivables cycle, 90-day plan$79 |
|---|---|---|---|
| Deadline | 1 day | 2 days | 4 days |
| Revisions | 1 | 2 | 3 |
| Processes | 1 | up to 3 | up to 6 |
| Metrics to track | up to 3 | up to 6 | up to 10 |
| Improvement plan | Step by step | Step by step | 90 days, week by week |
| Order Basic | Order Standard | Order Premium |
Payment protection
You pay when you order, but the money is released only for accepted work.
- Fixed priceThe package price does not change after you pay.
- The money is reservedWhen you pay, the amount is only reserved. It is released to the service once you accept the work.
- Checked before deliveryEvery result goes through a quality check before it reaches you, and you see it on the order page before accepting it.
- Free revisionsAsk for changes within your brief as many times as the package allows.
- Acceptance after 3 daysIf within 3 days of delivery you neither accept the work nor ask for changes, it is accepted automatically. If you write in the order chat after delivery, the order waits; once we answer, we may start the 3 days again and will say so in the chat.
- Redo or a full refundIf the result does not match your brief and the revisions did not fix it, or the work takes more than twice its deadline, write in the order chat: we will redo the work or refund the payment in full.
Questions and answers
Is this accounting or tax advice?
No. We review the workflow only. Tax, VAT and accounting rules stay with your accountant.
Do you write reminder emails?
The plan says what each reminder should cover and when to send it. Ready email texts are a separate order.
Will you contact our clients?
No. We work only from your description; all contact with clients stays with you.