Debt Recovery

 

You spent years building their trust; don’t let a $200 co-pay burn that bridge. We aren’t just collectors—we are the ‘Relationship Guard’ that secures your revenue while keeping the door open for their next cleaning.  Our high Google ratings are a testament to our patient-friendly approach. We offer a reputation-safe, HIPAA-compliant recovery process designed for modern dental practices.

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The New Rules of Dental Billing: Compliance First

Before any account can be collected, your practice must be compliant. Recent laws have changed how patient billing works, and using a partner who understands this landscape is critical.

• HIPAA & Business Associate Agreements (BAA): As your partner, we are a “Business Associate” under HIPAA. We can sign a BAA with your practice, binding us to protect your patients’ Protected Health Information (PHI). We only use the “minimum necessary” information (like name, balance, and dates of service) to perform our job.
• The “No Surprises Act” (NSA): This federal law is crucial. It requires you to provide “Good Faith Estimates” (GFEs) to your uninsured or self-pay patients before a service. An attempt to collect a bill that is significantly higher than your GFE can lead to disputes and legal challenges. We help you navigate collections for accounts that are fully compliant.

The ‘Velvet Hammer’ Approach We treat your patients like patients, not criminals. Our fixed fee Step 1 service looks exactly like a gentle reminder from your front desk, preserving the relationship so they return for their next cleaning.

Services & Pricing

Your hygienists went to school to save smiles, not to perform financial interrogations. When you turn your front desk into a collection department, you don’t just lose revenue—you lose morale. Let them keep the drills; we’ll handle the bills.

1. Step 1 — First-Party Courtesy Reminders (Fixed-Fee)
   We act as your extension with five soft reminders for fresher balances (0–60 days), sent as if these reminders are coming from you.
   • Typical Fee: $15 per account. 
2. Step 2 — Third-Party Written Demands (Fixed-Fee)
   Five professional letters on our letterhead that prompt action while preserving goodwill.
   • Typical Fee: $15 per account. 
3. Step 3 — Full Third-Party Collections (Contingency)
   Persistent, polite phone and digital outreach from our HIPAA-trained specialists. We negotiate payment plans and settlements to get you paid.
   • Typical Fee: 40% of amounts recovered. No Recovery, No Fee. 
4. Step 4 — Legal Collections (Contingency, Client-Approved)
   For large, unresponsive accounts, we escalate to an attorney after an in-depth review, and only with your explicit approval.
   • Typical Fee: Up to 50% of amounts recovered. No Recovery, No Fee.

⚠️ 2026 Dental Billing Alert:

• Good Faith Estimates: The “No Surprises Act” requires strict estimates for self-pay patients. We ensure your collections match these rules to avoid fines.

• Credit Reporting Changes: Debts under $500 are off credit reports. Old-school “threats” don’t work. You need our diplomatic, persistent outreach strategies.

Key Benefits of Our Service:

• For Steps 1-2, payments go directly to you.
• We can collect in all 50 states and Puerto Rico.
• Free Services: We provide free bankruptcy screening, litigious debtor checks, and free address verification on all accounts.

Best Practices for Your In-Office Team

The best collection is one that never has to be sent. We find that practices with the highest success rates follow these steps:

1. Have a Clear Financial Policy: Patients should sign a clear, simple policy stating they are responsible for all charges not covered by insurance.
2. Verify Insurance Before Treatment: Always check eligibility and benefits before the appointment to give the most accurate co-pay estimate.
3. Collect Co-pays at Time of Service: This is the easiest way to reduce post-treatment billing.
4. Send Statements Immediately: Send the final patient-responsible bill as soon as the EOB (Explanation of Benefits) is received.

When Is It Time to Send an Account to Us?

It’s time to let your staff focus on patient care when you see these red flags:

• The patient has ignored two or more statements.
• The patient has made a broken promise to pay.
• The patient is no longer communicating (“ghosting”).
• Your staff is spending more time chasing payments than serving patients.
• An invoice is 90-120 days past due. The older an account gets, the harder it is to collect.

Why Dental Practices Switch to Us

• We Protect Your Reputation: We will not harass your patients. Our goal is to find a solution, not create a conflict. We save you from negative Google and Yelp reviews.
• We Are HIPAA Experts: We are not just “HIPAA compliant”; we are experts who understand the law and can sign a BAA with your practice.
• Better ROI: Our blend of low-cost fixed-fee options (Steps 1-2) and a professional contingency service (Step 3) means you recover more, more efficiently.
• Get Your Front Desk Back to Scheduling, Not Chasing: Your front desk team are healthcare professionals, not collectors. Let them focus on patient care and growing your practice.

Frequently Asked Questions for Dental Practices

• What if the patient is disputing an insurance claim?
  A: We are not an insurance billing company. We only pursue the patient-responsible balance after insurance has paid or denied the claim. We will direct patients with insurance questions back to your office.
• Will you sue my patients?
  A: We are not a law firm and will never sue a patient without your explicit, written permission. Our process (Steps 1-3) is designed to resolve accounts before legal action is ever considered.
• What about credit reporting?
  A: Due to new federal rules, unpaid medical/dental debt under $500 is no longer reported on credit bureaus. We believe protecting your patient relationship is far more valuable than credit reporting, and we focus on professional, diplomatic communication to get results.
• How do we get started?
  A: It’s simple. You Contact us, we sign a Business Associate Agreement (BAA), and you can securely place accounts through our online portal.

Ready to Improve Your Practice’s Cash Flow?

Stop letting aged receivables hurt your bottom line. Contact us for a no-obligation, fully compliant quote.

Need a Dental Collection Agency? Contact Us Serving hundreds of dentists nationwide – HIPAA compliant. Best recovery rates in the industry

 

Information about Dental Malpractice Insurance: Types, Cost and Lawsuit Reasons Additional Information:  Suggested Dental Collection Strategy

 

Stop letting unpaid patient balances bleed your practice. We recover revenue without ruining patient relationships—fully HIPAA compliant and audit-ready. With over 50% of our clients coming from the medical and dental fields, we are true specialists in the healthcare industry.

Why Choose NexaCollect?

• Transparent Pricing: Fixed fees starting at $15/account.

• No Recovery, No Fee: 40% contingency for older debts.

• Compliance First: 501(r) & No Surprises Act ready.

Respectful Treatment: It’s Our Policy, Not Just a Promise

Your patients deserve respect, even in collections. We understand that avoiding harsh tactics is your top priority. That’s why we record and randomly review our calls—to ensure our collectors always maintain our minimal-stress policy and protect your practice’s reputation. We hold ourselves to this standard by recording and auditing our calls, ensuring every collector follows our signature minimal-stress approach to debt resolution.

Services and Fee Structure

Let your team keep the stethoscopes; we’ll handle your AR spreadsheets.

Medical Collections for Patient Balances

Partner with us—a trusted collection partner with national reach, strict compliance, and deep industry experience—to recover your bank’s past-due loans efficiently and professionally. We serve numerous banks and credit unions, protect your customer relationships, and offer a secure, easy-to-use process.

Debt Recovery for Banks & Credit Unions: Recover More While Reducing Risk

Banks and credit unions are heading into a tougher credit cycle. Delinquencies on credit cards, auto loans, student loans, and small business credit are all rising at the same time, putting pressure on capital, staffing, and compliance.

In this environment, an in-house team or a “good enough” outside vendor is no longer sufficient. You need a recovery partner that can lift liquidation rates, reduce legal and regulatory exposure, and protect your brand in the process.

We built our service around exactly that goal.

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The Problem: Rising Delinquencies + Higher Scrutiny

Over the next few years, most institutions will see:

• Higher delinquencies and charge-offs across multiple portfolios, not just one.

• Intense regulatory focus on third-party risk, data security, and complaint management.

• Public review pressure, where a few bad collection experiences can drag your Google rating and burn your marketing spend.

Your recovery partner now sits squarely in the middle of all three.

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Why “Good Enough” Vendors Are Now a Liability

1. Compliance & data security risks

Regulators now hold banks directly accountable for their vendors. A non-compliant recovery team, weak data security, or poor handling of complaints can quickly turn into:

• Examiner findings on third-party risk

• Costly data-breach notifications and penalties

• Class-action exposure around FDCPA/TCPA/UDAAP violations

If your current vendor can’t show you real evidence of compliance and security (SOC 2, pen-test summaries, written incident response plan, GLBA-aligned safeguards, fourth-party oversight), they are putting your institution at risk.

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2. Reputation and your “4.2-star problem”

To your past-due customers, your recovery partner is your brand.

Aggressive or sloppy tactics no longer stay hidden. Reviews and complaints are captured in Google, Yelp, social media, and AI-powered overviews. If your institution’s name appears next to words like “harassing calls,” “rude collectors,” or “incorrect debt,” it erodes trust with the very consumers you’re trying to acquire and retain.

For many banks and credit unions, anything under roughly a 4.2-star public rating is now a business risk—and collection experiences play a major role in that score.

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3. Technology gap and in-house inefficiency

Most internal teams and legacy agencies are still built around manual dialing and basic dialers. That model:

• Spends the same time on accounts that will never pay as on those that will.

• Keeps fixed costs high regardless of recovery results.

• Makes it hard to document every decision and interaction for audits.

Modern recovery is data-driven. Without AI-supported scoring, digital outreach, and real-time compliance monitoring, you leave money on the table and increase risk.

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How We Help Banks & Credit Unions Recover More, Risk Less

We position ourselves as an extension of your risk, compliance, and finance functions—not just a vendor making calls.

AI-Driven Performance

We use AI and machine learning to:

• Score every account for “propensity and ability to pay.”

• Prioritize agent time on the segments most likely to cure.

• Tailor outreach (channel, timing, and tone) for each consumer.

This allows us to recover significantly more than manual models, without escalating complaints or regulatory exposure.

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Audit-Ready Compliance

Compliance is built into our platform and workflows:

• Real-time monitoring of 100% of calls and digital communications.

• Automated guardrails for call frequency, time-of-day rules, and disclosures.

• Documented policies around FDCPA, TCPA, UDAAP, GLBA, and new rules affecting overdrafts and small-business guarantors.

• Clear incident-response procedures, complaint tracking, and reporting that plug neatly into your existing vendor-management framework.

When examiners ask, you have a clean, auditable story to tell.

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Reputation-First Collections

We design our approach to protect your Google rating and public image:

• Respectful, empathetic outreach aligned with your member/customer ethos.

• Digital-first options like email, SMS, and self-service portals for resolving accounts.

• Flexible payment plans and settlement options that drive resolution instead of conflict.

The result: higher recovery, lower complaint volume, and fewer “nightmare collection” stories attached to your name.

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Coverage, Pricing & Service Model

We can work with institutions of all sizes across all 50 states and Puerto Rico.

Our model is flexible:

• Fixed-fee services for early-stage accounts
  – Roughly $15 for five contacts (ideal for earlier delinquency, “Step 1 & Step 2” style reminder and demand campaigns).

• Contingency services for later-stage and charged-off accounts
  – Typically around 40% on amounts successfully recovered (“Step 3” traditional recovery, with an optional “Step 4” legal escalation where appropriate).

Most clients use a combination of Step 2 + Step 3—starting with cost-effective fixed-fee work, then moving selected accounts into our contingency workflow based on performance and propensity-to-pay scoring.

This structure keeps early-stage costs predictable while maximizing net-back on older, tougher portfolios.

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What Happens When Institutions Switch to Us

When banks and credit unions move from a legacy vendor or in-house only model to our platform, they typically see:

• Higher liquidation rates across credit card, auto, DDA, and small-business portfolios.

• Cleaner complaint and compliance profile, with better documentation for OCC/FDIC/NCUA reviews.

• Less noise for their executive and legal teams, because recoveries and risk controls are handled within a single, transparent framework.

Typical use cases include:

• Auto loan deficiencies after repossession – Where we apply predictive skip-tracing and settlement-focused outreach, often more than doubling in-house recovery rates while keeping complaints near zero.

• Legacy charged-off credit card portfolios – Where we re-score “exhausted” files and capture incremental dollars from segments previous vendors considered dead.

• Charged-off DDA/overdraft accounts – Where we separate “fee” vs. “loan” overdrafts to align with the latest CFPB guidance and avoid TILA traps.

• Smaller commercial and SBA-backed loans – Where new laws now treat many guarantors like consumers, requiring FDCPA-style protections and documentation.

Serving Banks Nationwide Need a Financial Collection Agency? Contact Us High data security and privacy standards

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Questions You Should Ask Any Recovery Partner

Whether you work with us or another provider, your RFI/RFP should demand clear answers to questions like:

• Can you share SOC 2 and recent penetration-test summaries?

• How do you enforce state-by-state call and contact rules programmatically?

• What is your incident-response plan for data breaches, and how will you support our GLBA and breach-notification obligations?

• How do you manage fourth-party risk (cloud, letter vendors, dialer platforms)?

• What does your complaint-handling workflow look like, and how will we see trends and root-cause analysis?

• How do you use AI to both increase recovery and reduce regulatory risk?

If your current vendor cannot answer these clearly, or will not provide documentation, it may be time to switch.

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Ready to Talk About Your Portfolios?

If you’re seeing rising delinquencies, higher compliance expectations, and mounting pressure on internal teams, there is a better way to handle recovery.

We combine:

• AI-driven portfolio analytics,

• audit-ready compliance,

• reputation-safe outreach, and

• a flexible mix of fixed-fee and contingency services

to help banks and credit unions recover more, with less risk.

If you’re considering a change from your current provider—or want to benchmark your results and risk profile—let’s review your portfolios and talk through a structured Step 1–4 strategy tailored to your institution.

Most customers who start missing their auto-loan installments are likely going through a very rough financial situation. Unless a car dealership (or an auto loan lender) acts fast, there is little hope of recouping the missed payments.

The involvement of a collection agency is a game-changer. Collection agencies are known to take recovery efforts to a completely different level. Their persistence, tactics, and incremental debt collection intensity ensures that your invoice becomes the debtor’s priority. All his other payment obligations become secondary.

Recovering Car Loans Nationwide Need a Collection Agency for Unpaid Auto Loans? Contact Us

The biggest downside of waiting is that the asset’s value (car) depreciates if a lender or a car dealer waits too long. In other words, forget about getting the interest and late fees. If the lender waits too long, he may be unable to recover the principal amount.

A record 7 million Americans are three months behind on their car payments. Their non-payment could be because of the loss of regular income or mismanagement of personal finances. There could be other circumstances like a sudden medical emergency due to the borrower’s cash reserves being depleted or even a personal issue like divorce.

Americans who fall behind these payments are generally those with low credit ratings. Individuals with low credit scores often take sub-prime auto loans with high-interest rates. But many defaults are from customers who we thought were financially well off or those with a stellar credit history. Somehow they landed up buying a vehicle that was beyond their means.

Once a customer stops making payments, starts giving doubtful excuses, or starts to ignore your payment reminders, it is important to involve a debt collections agency quickly to resolve these accounts.

It is recommended to contact a collection agency if the last installment has been more than 60 days past due. The involvement of a collection agency is a game-changer. They are experts in collecting past-due debts. The longer you wait, the harder it will get to recover your money.

Before hiring a collection agency, check if it is licensed and bonded in those states where your debtors are located. The agency should have both Consumer and Commercial debt collection divisions. The same collection agency can pursue all situations if your debtor is a person or a business (ex: company lease).

The collection agency will approach the cosigner for payments if the primary signer cannot pay.

If a debtor ignores payment repeatedly, then his credit score and FICO score start to drop, and in many cases, his car can be repossessed (well, in most states).

A collection agency can even go to court and garnish wages each month from the debtor’s paycheck.

The average transaction price for light vehicles in the United States was $37,577 in December 2018 as per kbb.com. About 4.7% of auto loans and leases were over 90 days delinquent in early 2019.

Many analysts have been forecasting that an economic recession may not be too far off. Therefore it is advisable to act promptly.

Summary of Collection Agency’s Services

Collection Letters Service

Upfront cost for 5 Collection Letters is about $15 per account. Debtors pay directly to you, no other fees. Low-cost option. Good for accounts less than 120 days past due.

Collection Calls Service

Contingency fee only. No upfront or other fees. Agency gets paid a portion of the money they recover.  No recovery-No fees. It’s best for accounts over 120 days past-due. A debt collector calls the debtor many times. If everything fails, a possible Legal Suit if recommended by the attorney.

Check this page >> Cost of Hiring a Debt Collections Agency

If you are looking for a good collection agency, we can help you. Contact us if you are interested in finding out more.

A Cash-Flow Playbook for Accounting Firms, CFOs & Controllers

CPA/Accountants/ CFO are very smart people, and they are the last people who need any financial advice, definitely not us.  However, debt collection is a completely different field. We have assisted several businesses and accounting firms to effectively recover money from their past due accounts.

“One size never fits all: the tactics that move a delinquent business invoice can backfire on a consumer credit card—and vice versa.”

Late-paying clients aren’t created equal. Roughly half of North-American B2B invoices arrive late and about six percent are written off. On the consumer side, 90-day credit-card delinquencies recently climbed to their highest level in more than a decade. The table below shows why your collection strategy must split along B2B/B2C lines:

 

Metric (2025 YTD)	B2B	B2C
Invoices/Accounts Past Due	55 % of B2B invoices	4.3 % of household debt
“Bad-Debt” Write-Offs	6 % of credit sales	90-day card delinquencies at 12.3 %
Typical Balance Size	$1 k – $60 k contract invoices	$50 – $1.2 k revolving or installment
Primary Rulebook	Uniform Commercial Code, contract law	FDCPA, Reg F, state mini-FDCPAs

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Why Tactics Diverge

Stage	B2B Focus	B2C Focus
Pre-Placement	Re-age terms, apply set-off, lien rights	Verify address, Mini-Miranda notice
Early Outreach	AR-to-AP negotiations, volume rebates	Soft letters, SMS within 7 AM-9 PM
Escalation	UCC-1 filings, credit-manager pressure	Credit-bureau reporting, hardship plans
Legal	Breach-of-contract suit, prejudgment interest	State-court claim, wage-garnishment caps

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Three-Tier Agency Model That Covers Both Worlds

Tier	30-90 Days	90-180 Days	> 180 Days
Fixed-Fee Letters ($15–$20 each)	First nudge—keeps goodwill, no contingency	Still works if brand reputation matters	Limited effect
Contingency Calls (35–40 %)	Use sparingly; may feel premature	Prime time: boosts B2B and B2C recoveries 20–30 %	Core engine after six months
Attorney/Suit (50 % + fees)	High-balance contracts, personal guarantees	Student-loan or medical balances	Last resort

(Based on 2024-25 agency rate surveys)

CPA/Accountants are very smart people, and they are the last people who need any financial advice, definitely not us.  However, debt collection is a completely different field. We have assisted several businesses and accounting firms to effectively recover money from their past due accounts.

Serving Accounting Firms Nationwide Need an Accounting Collection Agency, or for your clients? Contact Us

 

Two Quick Case Studies

• B2B — Software-as-a-Service provider: 110 invoices averaging $3,900 aged 120-180 days. A letter-plus-call campaign collected 77 % in 28 days, preserving renewal contracts and cutting churn credits by 40 %.
• B2C — Healthcare practice: 350 patient accounts averaging $650 stalled more than 90 days. A fixed-fee letter wave recouped 48 % within three weeks; the practice spent just $340 and routed payments directly to its own office.

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How to Pick a “Dual-Fuel” Agency

1. Nationwide licensing for both commercial and consumer collections.
2. Separate playbooks—distinct scripts, dashboards, and compliance checks for B2B versus B2C files.
3. Data security that meets SOC-2 and PCI standards; NDAs for corporate AR.
4. Real-time analytics that flip between business scores and consumer FICOs to target effort.
5. Transparent fee ladder—letters flat, calls contingency, legal cost-plus.

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Five-Day Action Plan

Day	To-Do
1	Pull AR aging; tag B2B accounts over $2,500 and B2C accounts over $300 that are more than 45 days old.
2	Clean data (emails, phones, EIN/SSN), correct invoice errors.
3	Place a pilot batch of 25 B2B + 50 B2C files into fixed-fee letters.
4	Review the dashboard—track promises to pay and early remittances.
5	Escalate non-responders to contingency; roll out the full portfolio every month.

Recovered cash can fund invoice-automation tools, early-pay discounts, or client-experience upgrades—closing the loop so fewer accounts hit collections next quarter.

If you are looking for a good collection agency for accountants or CPA’s,  or for their clients, we can help you.

Your Customers Aren’t “Late”—They’re Using You as a Zero-Interest Bank!

In the trades—whether you’re clearing drains, installing HVAC systems, or framing additions—every unpaid invoice is a direct hit to your personal pocket. You already paid for the copper. You already paid your crew’s Friday payroll. You already paid for the gas in the truck.

When a customer ghosts your calls or “forgets” to send the check, you are literally funding their lifestyle with your hard-earned cash. Chasing money isn’t just annoying; it’s a second, unpaid job that keeps you away from your next billable project. It’s time to stop being the neighborhood’s free credit line and start getting paid like a professional.

Nexa is the recovery partner for plumbers, electricians, and general contractors. We offer a $15 fixed-fee demand service that gets you paid without ruining the referral-heavy reputation you’ve built.

Stop Funding Your Clients. Start Collecting Today

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The Tradesman’s “Aha!” Strategy: 3 Moves to Secure Your Cash

1. The “Final Walkthrough” is Your Insurance Policy

The #1 reason residential customers withhold payment is “minor dissatisfaction”—often a $50 fix used to hold up a $5,000 invoice.

• The Move: Never leave a site without a signed Certificate of Completion.

• The “Aha!” Factor: When a debtor tries to claim the work was “substandard” to a collector later, that signed document is your “Get Out of Jail Free” card. It turns a subjective argument into an objective debt.

2. Watch the 90-Day “Lien Cliff”

Most contractors wait far too long to get serious. In many states, your legal right to file a Mechanic’s Lien expires exactly 90 days after your last day on the job.

• The Move: If the check isn’t in your hand by day 45, the account is officially at risk.

• The “Aha!” Factor: Nexa’s $15 Fixed-Fee Service triggers a formal agency demand on day 46. It sends a signal that you aren’t just “some guy in a truck”—you’re a business with a legal team.

3. Conditional Lien Waivers: The Safe Middle Ground

Customers often refuse to pay because they fear you’ll file a lien after they pay.

• The Move: Offer a Conditional Lien Waiver.

• The “Aha!” Factor: This document says: “My right to file a lien is gone as soon as this check clears.” It removes the customer’s last excuse for withholding the funds.

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Cost-Effective Recovery (No Onboarding Fees)

• Fixed-Fee Recovery ($15/account): We send professional, firm demands under our agency name. The customer pays 100% directly to you. You keep every dollar recovered.

• Contingency Fee (20%–40%): For the accounts that require “diplomatic” phone calls and deeper skip-tracing. No Recovery = No Fee.

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Industries We Serve

• Plumbing & Rooter: Rapid recovery for high-volume residential calls.

• HVAC & Mechanical: Managing high-value equipment invoices and maintenance contracts.

• Electrical & Solar: Navigating complex commercial progress payments.

• Restoration & Remediation: Expertise in handling “Insurance-Check” withholding disputes.

• General Contracting & Sub-Trades: Securing the payment chain between the GC and the homeowner.

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Recent Trade Success Stories

• The “Punch List” Blockade:
  A kitchen remodeler was owed $12,000. The customer refused to pay because of a loose cabinet handle. Nexa used Amicable Mediation to secure the $11,800 undisputed portion in 10 days, allowing the contractor to fix the handle and move on.

• The Ghosting Homeowner:
  An electrician completed a full panel upgrade ($4,500) and was blocked on the customer’s phone. Nexa’s Fixed-Fee Demand reached the customer’s spouse; the full payment was mailed within 48 hours.

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Frequently Asked Questions (FAQ)

1. “I don’t have a written contract. Can I still collect?”
Yes. While a written contract is best, a series of text messages, emails, or even a signed work order can serve as evidence of an “agreement to pay.” We specialize in building cases out of unconventional documentation.

2. “What if the customer claims my work was bad?”
This is the most common “defensive” tactic. We act as a third-party mediator. By asking the customer for specific documentation of the “bad work,” we often expose the claim as a stall tactic, allowing us to pivot back to the payment demand.

3. “I’m afraid of a bad Google/Yelp review if I send them to collections.
“ Our “Amicable First” strategy is designed to preserve your reputation. We don’t use “strong-arm” tactics; we use professional business mediation. Most customers respect a firm business approach and will settle the debt once a third party is involved.

4. “How do I know when it’s time to stop calling them myself?”
If you have called three times and been promised a check that never arrived, you are being “managed.” Stop wasting your billable hours. Hand the account to Nexa so you can get back to the job site.

Serving Plumbers Nationwide Need a Collection Agency for Plumbers? Contact Us