Debt Recovery

Businesses and medical professionals with overdue invoices regularly hire collection agencies to recover money for which their own efforts have been exhausted.

Businesses must find a reputable agency with experience in their particular industry or sector. Before hiring a collection agency, it’s crucial for businesses to do thorough research, read reviews, and possibly even seek recommendations from peers in the industry to ensure they’re partnering with an agency that will handle their collections professionally and ethically.

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A collection agency with good online reviews or high recovery rate endorsements from other businesses can give tremendous confidence to anyone looking to recover overdue bills. Not just that, there are collection agencies who proudly showcase thousands of 5-star reviews left by debtors who were so satisfied with their collections approach. Sounds unbelievable?  It’s true, because debt collectors may request positive reviews from debtors who have been assisted amicably and become debt-free.

While online reviews can provide a glimpse into other businesses’ experiences with a particular agency, it’s crucial to approach this process with care and diligence. Here’s a step-by-step guide on how to hire a collection agency with good online reviews:

1. Start with Research: Before you even look at reviews, make a list of agencies that specialize in your business niche or industry.
2. Read Multiple Review Platforms: Don’t rely on just one review platform. Check out several, including Google, Yelp, BBB (Better Business Bureau), and industry-specific sites.
3. Look Beyond the Star Rating: While a high star rating is encouraging, it’s important to read the content of the reviews. This will provide insight into common themes or issues.
4. Check for Response to Negative Reviews: A collection agency’s response (or lack thereof) to negative feedback can be telling. An agency that professionally and constructively addresses criticism might be more trustworthy than one that ignores or responds aggressively to negative comments.
5. Ask for References: Once you’ve shortlisted a few agencies based on online reviews, ask them for references. Directly talking to previous clients can provide deeper insights.
6. Look into Their Practices: It’s essential that the collection agency uses ethical methods. The last thing you want is for your brand’s reputation to suffer because an agency uses aggressive or unlawful tactics.
7. Check Licenses and Accreditations: Ensure the agency is licensed to operate in the state where your debtors are located. Membership in associations like ACA International can also be a positive sign.
8. Consider Their Reporting Capabilities: It’s essential to be updated on the agency’s efforts and success rate. Ensure they can provide regular reports on their activities.
9. Negotiate Fees and Contracts: There are different fee structures like fixed fees, contingency fees, etc. Ensure you understand and are comfortable with the terms before signing a contract.
10. Pilot Test: If possible, start with a smaller batch of accounts to gauge the agency’s effectiveness before handing over your entire portfolio of delinquent accounts.

If you install garage doors, replacement windows, patio enclosures, or handle architectural glazing—you are in the business of closing openings, not keeping your books open.

But this trade has a brutal truth: your cash flow is often held hostage by factors that have nothing to do with the quality of your installation. You face “The Punch-List Trap,” where a $10,000 check is held up over a $20 trim cap, or the “Retainage Game,” where GCs treat your money as their interest-free loan.

In an industry with high material costs—where you have already paid the manufacturer for the glass or the door panels—you cannot afford to finance your customers.

Why Traditional Collection Agencies Fail Contractors

Most collection agencies don’t understand construction. They treat a disputed commercial glass invoice like a credit card debt. Even worse, they charge 40-50% contingency fees immediately.

The Math Doesn’t Work:

In the window and door business, your margins are tight and your material costs are high. If you give up 40% of an invoice to a collector, you aren’t just losing profit—you are paying out of pocket for the glass you installed.

The Nexa Solution:

We offer a specialized, 4-step model designed to recover funds without destroying your margin.

• Step 1: First-Party Reminders ($15/account): We act as your internal billing department. Perfect for nudging GCs on retainage or reminding homeowners about final balances without causing offense.

• Step 2: Official Third-Party Demands ($15/account): A formal demand letter on our letterhead. This signals to the GC or homeowner that you are serious. (Most construction disputes are resolved here).

• Step 3: Construction-Specialized Contingency (40%): If they still refuse to pay, our expert negotiators take over. We understand how to argue change orders, lien waivers, and contract terms. No Recovery, No Fee.

• Step 4: Legal/Lien Enforcement: If necessary, we manage the escalation to legal counsel.

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The 7 A/R Issues That Bleed Door & Window Companies

We specialize in resolving these specific trade disputes:

1. “The Punch-List Hostage”:  The job is 99% done, but the customer holds 100% of the final payment over a scratch, a missing screen, or a “sticky” lock. We know how to leverage “Substantial Completion” laws to demand payment for the bulk of the work while the minor item is fixed.

2. Retainage as “Invisible Money”: On commercial jobs, that final 10% can sit for months. If you don’t have a system to consistently follow up on closeout docs and warranty periods, GCs will let that money sit in their bank account forever.

3. The “Unsigned” Change Order: Upgrades happen fast: impact glass vs. standard, custom frame colors, smart openers. If the homeowner agreed verbally but didn’t sign, they often develop “amnesia” when the bill comes. We help validate these debts through communication logs and site photos.

4. The Permit/Inspection Stall: “I’ll pay when the inspection passes.” But then the homeowner delays scheduling the inspector, or the inspector flags a non-related issue. We push to decouple your payment from the homeowner’s scheduling delays.

5. Custom Product Disputes: Doors and windows are custom-manufactured. When a customer claims “wrong size” or “wrong spec” to delay payment on a non-returnable item, we act quickly to validate the original order forms against the contract.

6. Warranty Leverage: “I won’t pay the final invoice until you fix the seal.” This turns your A/R department into a service queue. We help you enforce the contract terms: payment is due upon completion; warranty work is a separate obligation.

7. The “Pay-When-Paid” GC Game: Even if your terms are Net 30, GCs often delay paying subs until they get paid. We cut through the noise and reach the decision-makers (CFOs/Owners) to ensure you aren’t at the bottom of the payout list.

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Real Results in the Trade

Case Study 1: The “Punch-List” Hostage The Situation:

A window contractor was owed $18,000 on a residential retrofit. The homeowner refused to pay because of one sticky sash and a missing trim cap. The installer fixed it, but the homeowner then “went on vacation” and stopped responding.

The Fix: We sent a Step 2 Demand including the invoice, completion photos, and the signed service note showing the fix was done.

The Outcome: The homeowner paid in full within 10 days to avoid further escalation. The contractor paid only a flat fee, keeping their entire $18k margin.

Case Study 2: The Commercial GC Delay The Situation:

A garage door installer did five homes for a custom builder. The builder paid the small draws but left the $22,000 “final” balance unpaid, claiming “we pay subs when the project closes.”

The Fix: We bypassed the project manager and sent a formal demand to the builder’s CFO, outlining the contract terms which did not include a “pay-when-paid” clause.

The Outcome: To avoid a potential lien filing and credit damage, the builder released the check immediately.

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Critical Warning: Don’t Let Your Lien Rights Expire

In the construction trades, time is your enemy. Every state has strict deadlines for filing a Mechanic’s Lien (often 60 to 90 days from the last date of furnishing labor/materials).

If you wait 6 months to send an account to collections, you may have already lost your most powerful leverage.

Our recommendation: If an invoice is 45 days past due, send it to us for Step 2 immediately. This creates a documented paper trail that supports any future lien filing if the debt remains unpaid.

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FAQ: Construction Debt Recovery

Will sending this to collections mess up my Lien Rights?

No. In fact, it strengthens them. Our process creates a clear “Proof of Demand.” If we cannot collect voluntarily, our files provide the documentation your lawyer needs to perfect a lien or file suit.

What if the customer claims the work isn’t done?

Disputes are common. We ask you for Completion Photos, Signed Delivery Tickets, and Inspection Reports. In this trade, documentation wins arguments. We present this proof to the debtor to dismantle their excuse.

Do you handle both Residential and Commercial?

Yes. The strategy changes:

• Residential: We focus on the contract terms and the homeowner’s fear of credit damage or liens.

• Commercial (B2B): We focus on the GC’s liability, contract law, and reaching the corporate Controller/CFO.

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Get Paid for the Work You Finished

Don’t let your working capital get tied up in someone else’s house or project. Send us your unpaid punch-lists, retainage, and change orders today.

If  you offer services like garage door installation, patio design and installation, door and window manufacturing, antique furniture refurbishing, appliance repair service, custom blinds,  basement remodeling, cabinet making and other home improvements.

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Foreign entities with accounts receivable from USA businesses can recover money by hiring an American collection agency.

Companies from Japan, China, Europe, Hong Kong, Canada, Mexico, Singapore and India can recover money from Americans with adequate supportive documentation. This includes exporters, importers, equipment manufacturers, technology companies, and medical collections.

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How does it work?

• Signed contracts and communication in the English language that proves that the debt is owed. That documentation should be valid in USA courts.
• Debt should ideally be more than 30,000 dollars.
• All documentation should be shared in advance so that the compliance officer of the collection agency can evaluate if the collection is advisable.
• In cases where the compliance officer concludes that the case should be directly handled by an attorney ( rather than a commercial debt collector), the client must bear the court filing fee.
• Fee: All collection charges are contingency-based (It means the collection agency or the lawyer makes nothing unless they collect for you, they only keep a percentage of the amount collected). Contingency fee ranges from 25% to 50% depending on the complexity, age and balance of the debt.
• Not mandatory, but we prefer you to have a USA bank account so that the recovered funds can be transmitted to you electronically. The collection agency will deduct the wire transfer fee if money is sent internationally to your bank account.
• Not mandatory, but we prefer that you have a USA-based contact (your business associate, even an authorized friend) whom we can contact in case additional backup documents are needed or we need to discuss something related to the debt.

Collection activity is a slow and effective process. Trust your collection agency partner and never hide details pertaining to the case. Since they work on a contingency-based fee, there is nothing to lose.

What about debtors outside USA

Most USA-based collection agencies will not collect from foreign debtors or international businesses, because USA has some of the most regulated consumer protection laws compared to the rest of the world. The reasons include the following:

• Biggest legal challenge: Since contracts are generally signed in USA with a USA-based entity, but their debtor lives in a foreign country like the European Union, it can be tricky. To be safe, all collection agencies involved (domestic and international) should ideally be 100% compliant with both countries’ collection and data security laws (say USA and the European Union).

•  Keeping up with a host of USA collection laws (FDCPA, GLBA, FCRA, TCPA etc..) is quite a task as all 50 states act like 50 countries ( separate collection laws and time zones). Laws in California are different from New York. Laws of New work are different from those in Nevada and Texas. Etc.

• US collection agencies strive to maximize collection rates for their clients ( with US debtors). Timezone can be another challenge if international collections are initiated from United States.

• Most international collection agencies have their coverage in USA (and sometimes in Canada). For debt recovery in other countries, they tie up with local agencies, agents, and lawyers. Technically, they are not licensed to work themself,  so they outsource collections. We feel this is very risky.

For example, the latest law, “the GLBA” data security law, requires collection agencies to be approximately as secure as banks. Foreign countries do not locally enforce this law. This leaves US creditors at a great risk, each time they transmit patient data that will eventually flow to a foreign country. The foreign collection agent/lawyer may not follow GLBA, HIPAA and FDCPA laws. What if the foreign debtor hires a USA-based attorney and tries to sue the provider? Not sure how things change by each country. So a domestic collection agency generally opts to handle debtors in the USA only (that we understand very well), without using foreign entities.

• A better approach is to try to collect from the USA person/citizen who acted as a guarantor/cosigner of their foreign debtors/patients. Use Kinum Step 3 / Kinum Legal approach in such cases.

Have you made excessive employee payments and are finding it hard to recover these payroll over-payments? An experienced collection agency can recover your unreturned equipment, laptops and excessive money paid from your ex-employees and contractors who are not responding to your efforts to get your money back.

Fact: When your ex-employee or contractor realizes that a professional debt collector is now doing collections, they instantly become more fearful, a lot compromising, and dig deeper into their pockets to resolve the matter. A collection agency can put adequate pressure, impact their credit score, make persistent calls for months and even take them to court to recover your money.

Need an experienced Collection Agency to recover overpayments?   Contact Us

Overpayment of wages can occur for various reasons. Some of these are unintentional, resulting from administrative errors or misunderstandings, while others can be intentional as a result of fraud or other improper activities. Here are some common reasons for the overpayment of wages:

1. Clerical Errors: Mistakes in data entry, miscalculation, or misinterpretation of wage rates can result in an employee receiving more than what’s due.
2. Misunderstanding Work Hours: If an employee’s hours are not properly recorded or are misinterpreted, they could be overpaid. For instance, failing to account for breaks or wrongly inputting overtime hours.
3. Duplication: Payroll might process the same payment more than once due to a system glitch or human error.
4. Retroactive Pay Increases: If a pay raise is given retroactively and not calculated correctly, it can result in overpayment.
5. Failure to Account for Absences: If an employee takes unpaid leave or has other deductions but they are not factored into the pay, it could result in overpayment.
6. Incorrect Tax or Other Deductions: Mistakes in withholding or not accounting for certain deductions can alter the net pay.
7. Advance Payments Not Deducted: If employees receive advances on their wages, but these advances are not properly deducted from subsequent paychecks, this can result in overpayment.
8. Termination Discrepancies: When an employee leaves a company, ensuring they’re paid for only the time they worked can be a complex process. Missteps can result in overpayment.
9. Benefits Miscalculations: Overestimating the cash equivalent of benefits can result in an overpayment.
10. Commission and Bonus Errors: Misunderstandings or miscalculations related to performance-based earnings can result in overpayments.
11. Lack of Proper Oversight: Without regular audits or checks on the payroll system, overpayments can go unnoticed for extended periods.
12. Fraudulent Activities: Though less common, intentional actions by an employee or a group of employees, like clocking in for someone else (buddy punching) or manipulating the payroll system, can lead to overpayments.
13. System Migration or Upgrades: Switching to a new payroll system or software can sometimes lead to glitches that cause overpayment.
14. Lag in Implementing Changes: Delays in updating employee records after a salary reduction, demotion, or change in hours can lead to overpayment.
15. Poor Communication: Miscommunication between departments (e.g., HR and payroll) can result in inconsistencies in pay.

If overpayments do occur, it’s crucial to address them promptly and transparently, keeping in mind the legal and ethical considerations involved.

Don’t Let “Range Anxiety” Hit Your Cash Flow

The EV revolution is moving fast. You are deploying kilowatts, installing hardware, and managing complex roaming agreements across borders. But while your network is expanding, your working capital is often draining.

The “dirty little secret” of the clean energy transition is the payment lag.

From CPO-to-EMP roaming disputes where data mismatches hold up six-figure settlements, to commercial fleets treating your payment terms as a suggestion rather than a rule, the EV ecosystem is rife with revenue leakage.

If you are a Charge Point Operator (CPO), an e-Mobility Service Provider (EMP), or an Infrastructure Installer, you cannot afford to let unpaid invoices stall your rollout.

Recharge Your Revenue Cycle Today

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Why Generic Agencies Fail in the EV Sector

Most collection agencies don’t know a CCS plug from a CHAdeMO. They treat a disputed $50,000 roaming settlement like a consumer credit card debt. They call and shout, but they don’t understand the underlying technical dispute.

We speak your language. We understand that an unpaid invoice in this industry is rarely just “refusal to pay.” It’s often buried in:

• OCPI Data Mismatches: Disputes over session duration or kW delivered.

• SLA Penalties: Clients withholding payment due to “uptime” claims.

• Fleet Management Complexity: Validating thousands of micro-transactions against a single master invoice.

You need a partner who can validate the data, argue the contract, and recover the funds without blowing up your network partnerships.

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The NexaCollect High-Voltage Model

We stripped away the high-fee, low-tech model of traditional agencies. We offer a precision tool for the EV industry.

1. The “Roaming & Fleet” Sweeper (Fixed Fee)

• Step 1 & 2 ($15/account): Perfect for high-volume, low-balance accounts (like individual fleet driver non-payments) or early-stage B2B disputes. We act as a professional third party to nudge the payment loose. You keep 100% of the recovered funds.

2. The “Infrastructure” Escalation (Contingency)

• Step 3 (40% Contingency): For complex disputes—like a site host refusing to pay for installation due to a “permitting delay” or a roaming partner ghosting you—our expert negotiators step in. We dig into the contracts and logs. No recovery, no fee.

• Step 4 (Legal): If litigation is required to enforce a contract, we manage the entire process.

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3 Common “Short Circuits” We Fix

1. The Roaming Hub Standoff The Scenario:

You are a CPO. An EMP’s drivers used your chargers, racking up $45,000 in sessions. The EMP is refusing to pay the monthly settlement, citing “CDR (Charge Detail Record) errors.” The Fix: We don’t just demand money. We facilitate the validation of the session logs to prove the debt is valid, cutting through the technical excuse to get the check released.

2. The Commercial Fleet “Slow Roll” The Scenario:

A logistics company uses your charging network for their delivery vans. They are consistently 90+ days late, effectively using your electricity to finance their operations. The Fix: We implement a Step 2 Demand protocol. By sending a formal third-party notice to their CFO (not just the fleet manager), we re-prioritize your invoice to the top of their stack.

3. The Installation/Hardware Retainage The Scenario:

You installed 20 Level-2 chargers at a commercial real estate site. The property owner is holding the final 20% payment ($30k) because “the app integration isn’t perfect yet,” even though the hardware is working fine. The Fix: We enforce the contract terms that separate hardware delivery from software milestones, helping you recover the capital tied up in equipment.

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Frequently Asked Questions

Q: Do you understand OCPI and roaming protocols?

A: Yes. We understand that in the EV world, a “debt” is often a data dispute. Our team is trained to look for the root cause—whether it’s a session ID mismatch or a tariff dispute—to resolve the blockage.

Q: Can you handle high-volume, low-balance consumer accounts?

A: Absolutely. If you have 500 individual EV drivers who failed to update their credit cards, our Step 1 (First-Party) automation is the perfect, low-cost solution to recover those funds without aggressive calls.

Q: Do you work with Hardware Manufacturers (OEMs)?

A: Yes. We assist OEMs in recovering unpaid invoices from distributors and installers who are delaying payment on hardware shipments.

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Stop Subsidizing the Grid.

You supply the power. You deserve the payment. Let’s get your revenue flowing as fast as your chargers.

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Boat repair and rental services often face various accounts receivable issues that can challenge profitability, efficiency, and customer satisfaction. Unpaid bills can be forwarded to a collection agency that can recover money in an amicable and legally compliant manner.

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Common billing issues that marine companies face

1. Fluctuating Part Prices: The prices of boat parts can fluctuate based on availability, demand, and other factors. If a business provides a quote based on an old parts price, but then buys the part at a higher rate, it can impact profitability.
2. Delayed Invoices: Failing to send out invoices in a timely manner can lead to cash flow problems. Customers might also be caught off-guard if they receive an invoice much later than expected.
3. Inaccurate Billing: This can result from human error, like miscounting hours worked, mispricing parts, or charging for services that weren’t rendered.
4. Rental Time Disputes: Customers might dispute how long they’ve rented a boat. For instance, if a customer returns a boat 30 minutes late and is charged an extra hour, it could lead to disputes.
5. Damage Assessments: Determining damage charges can be subjective. Customers might dispute being charged for damages they believe were pre-existing or argue about the cost of repairs.
6. Lost or Unreturned Equipment: For boat rentals that come with additional equipment (like life jackets, fishing gear, etc.), there can be issues when items aren’t returned or are returned damaged.
7. Seasonal Variability: The boat repair and rental business can be highly seasonal, especially in certain geographic areas. Managing billing during peak seasons, when there’s a high volume of transactions, can be challenging.
8. Cancellation Fees: Customers might dispute or refuse to pay cancellation fees .
9. Payment Methods: Limited payment methods can deter customers or complicate the billing process. In today’s digital age, businesses are expected to accept various payment methods, from credit cards to digital wallets.
10. Deposit Disputes: Many boat rental services require a deposit. There can be disputes regarding the return of these deposits, especially if there are damages or if the boat is returned late.
11. Taxes and Regulations: Depending on the jurisdiction, there might be specific taxes associated with boat rentals or repair services. Ensuring accurate collection and remittance of these taxes is crucial.
12. Maintenance vs. Repair: Sometimes, what one person views as general maintenance, another might view as a repair. Clearly defining and billing for these different services is essential to avoid misunderstandings.

To address these billing issues, boat repair and rental businesses often employ modern billing software tailored to their industry, have clear terms and conditions, and provide thorough documentation and communication with their customers.