Debt Recovery

A dental collection agency recovers unpaid patient balances for dental practices — from routine hygiene co-pays to high-value treatment plans for implants, orthodontics, and oral surgery. Unlike general collection agencies, dental specialists understand the long-term, relationship-dependent nature of the dentist-patient bond. They operate under HIPAA Business Associate Agreements (BAAs), comply with Good Faith Estimate rules under the No Surprises Act, and use communication strategies designed to keep patients returning for their next appointment even after a balance dispute.

 

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.

 

Collection Strategy by Procedure Type

Not all dental debt is the same. A $150 hygiene co-pay, a $3,200 implant balance, and a defaulted orthodontic payment plan each require a completely different recovery approach. Here is how we tailor strategy by procedure type:

Routine hygiene & preventive care (co-pays $50–$300)

These are typically the easiest to recover — patients have a recent, positive experience and a clear understanding of what they received. Our fixed-fee Step 1 first-party courtesy reminder resolves the majority of hygiene co-pay accounts within 30 days, often with no escalation needed. The key is speed: accounts placed within 30 days recover at nearly double the rate of those placed at 90+ days.

Major restorative — crowns, bridges, root canals ($800–$3,500)

Higher balances mean higher patient anxiety about paying. Many “refusals” in this category are actually sticker shock — not unwillingness. Our collectors are trained to offer structured payment plans immediately, converting one-time resistance into manageable installments. We also verify the EOB before outreach to ensure the patient-responsible amount is accurate and defensible.

Dental implants & full-arch restorations ($3,000–$30,000+)

The highest-value dental accounts require the most careful handling. These patients often have complex insurance situations, multiple payment sources, and strong emotional investment in the outcome. We approach these as negotiated settlements first — working toward a structured plan that fits the patient’s financial situation — and escalate to legal review only when the debtor has clear assets and no engagement after repeated outreach.

Orthodontics & Invisalign (payment plan defaults — $2,000–$8,000)

Orthodontic collections are unique because the patient often still has an ongoing treatment relationship or retainer requirement when they default. Aggressive collection can destroy the relationship and create a dispute about treatment completeness. We use a mediation-first approach, verifying the treatment progress and payment history before any third-party outreach, and often structure a “treatment completion + payment” negotiation that resolves both issues simultaneously.

Cosmetic dentistry (veneers, whitening, elective procedures)

Cosmetic procedures are almost always self-pay with no insurance component — which means no EOB confusion, but also no insurance backstop. Patients who elect cosmetic dentistry typically have higher disposable income, which makes them strong collection candidates. However, they are also more likely to dispute satisfaction. We document procedure completion records before outreach to pre-empt any “I’m not happy with the results” defense.

Emergency treatment (walk-ins, after-hours, uninsured patients)

Emergency dental patients are often uninsured, in pain, and financially unprepared. Many receive treatment with verbal-only billing commitments. These accounts require Good Faith Estimate compliance verification first — if a GFE was not provided, parts of the balance may be legally uncollectable. We screen every emergency account for GFE compliance before pursuing it, protecting your practice from counter-claims.

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.

Dental Practice Types We Serve

Our dental collection process is adapted for every practice model and specialty — not a one-size-fits-all approach:

• Solo general dentistry practices: Front-desk-friendly workflows with zero onboarding complexity. Place accounts online in minutes with no minimum volume.
• Group practices & Dental Service Organizations (DSOs): High-volume account processing with centralized reporting, CSV batch uploads, and consolidated billing support across multiple locations.
• Orthodontics & Invisalign providers: Payment plan default recovery with treatment-status awareness built into every outreach — we never contact a patient mid-treatment without your guidance.
• Oral surgery & periodontics: Higher-balance, complex-insurance accounts handled by collectors trained in surgical billing terminology and EOB reconciliation.
• Pediatric dentistry: Collections are against the responsible party (parent/guardian), not the patient. We are careful to never contact minors and to verify legal guardianship before any outreach.
• Cosmetic & elective dentistry: Self-pay recovery with satisfaction dispute pre-screening — we verify procedure completion documentation before pursuing any elective balance.
• Endodontics & dental specialists: Referral-based practices where protecting the referring dentist relationship is as important as recovering the balance. Our outreach is calibrated to preserve your professional network.

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: Dental Debt Collection

Can a dentist send you to collections without notice?

Yes, but responsible dental practices — and reputable collection agencies — always send multiple notices first. Ethically and practically, most dentists send at least two patient statements before placing an account. If your practice is subject to any 501(r) obligations (unlikely for most dental offices, but applicable to nonprofit hospital dental clinics), financial assistance screening is required first. Our intake process confirms notice history on every account before we contact a patient.

How long can a dentist collect on an unpaid bill?

The statute of limitations for dental debt varies by state and contract type, typically ranging from 3 to 6 years from the date the debt became due. In most states, a signed patient financial agreement (written contract) gives you the longer window. After the statute expires, the debt is time-barred from legal action — though it can still be pursued through diplomatic collection. Acting within the first 90–120 days gives you the best statistical chance of full recovery.

What happens when a dental bill goes to collections?

The collection agency contacts the patient by letter, phone, and/or text to inform them of the outstanding balance and offer resolution options — including payment in full, a payment plan, or in some cases a negotiated settlement. A HIPAA-compliant agency like Nexa shares only the minimum necessary information (name, balance, date of service) and never discusses clinical details. The process is designed to resolve the account diplomatically while keeping your practice’s reputation intact.

Can a dentist garnish your wages for an unpaid bill?

Not directly. A dentist or collection agency cannot garnish wages without first obtaining a court judgment. This requires filing a lawsuit, winning the case, and then petitioning the court for a wage garnishment order — a process that typically takes 6–18 months and is reserved for high-balance accounts where the debtor has verifiable income. Nexa only recommends legal escalation with your explicit written approval and after all diplomatic options are exhausted.

Does unpaid dental debt affect your credit score in 2025?

Less than before. The major credit bureaus now exclude medical and dental debt under $500 from consumer credit reports, and paid dental collections are removed immediately upon payment. Regulatory changes in recent years have significantly weakened credit reporting as a collection tool for dental practices. This is why communication-first, payment-plan-centered collection strategies now outperform threat-based approaches — which is the core of our “Velvet Hammer” model.

How much does a dental collection agency charge?

Nexa Collections offers two pricing structures for dental practices. For newer accounts (0–60 days), our fixed-fee service starts at $15 per account — you pay a flat fee regardless of outcome, and keep 100% of what is recovered. For older accounts requiring phone outreach and negotiation, we use a 40% contingency model — you pay nothing unless we collect. Legal escalation carries a 50% contingency and requires your explicit approval. There are no setup fees, no monthly minimums, and no contracts.

What is a “Good Faith Estimate” and can I still collect if I didn’t provide one?

A Good Faith Estimate (GFE) is a written cost disclosure required under the No Surprises Act for uninsured or self-pay patients before any scheduled service. If the final bill exceeds the GFE by more than $400, the patient has a federally protected right to dispute the charge — and that disputed amount cannot be collected until the dispute is resolved. If no GFE was provided at all, collecting the full balance may expose your practice to federal penalties. We screen every self-pay account for GFE compliance before pursuing it.

What if a patient says they’re disputing the insurance portion, not the patient balance?

We only pursue the verified patient-responsible balance — the amount remaining after insurance has paid or formally denied the claim. If a patient believes their insurance should have covered more, we direct them back to your billing team to resolve the insurance dispute first. We do not contact insurers on your behalf (we are not a billing service), but we will pause collection activity on any account where an active insurance dispute is flagged and confirmed.

Can you collect from a patient who has filed for bankruptcy?

No — and attempting to do so is a federal violation. When a patient files for bankruptcy, an automatic stay immediately halts all collection activity on pre-petition debts. We perform a bankruptcy scrub on every account at intake and flag any affected accounts before a single letter is sent. This protects your practice from inadvertent violations and keeps you compliant without any extra effort on your end.

What information do you need to start collecting a dental account?

To place an account, we need: patient name and contact information, date(s) of service, the patient-responsible balance (post-insurance), and any prior statement or notice history. An Explanation of Benefits (EOB) is helpful but not required for every account. If you’re a high-volume practice, we accept batch CSV uploads from any dental software platform. Our onboarding takes less than one business day, and there are no minimum account volumes required to start.

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 patient 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.

Healthcare Providers We Serve

We recover patient balances across every healthcare specialty and setting — with compliant workflows tailored to each provider type:

• Hospitals & Health Systems: 501(r)-compliant intake, FAP screening, ECA documentation, and high-volume account processing.
• Physician Groups & Multi-Specialty Clinics: Clean claim verification, EOB reconciliation, and payment plan enrollment before escalation.
• Urgent Care Centers: High-volume, lower-balance accounts processed efficiently with fixed-fee letter campaigns.
• Dental Practices: HIPAA-compliant dental debt recovery with patient-first communication that preserves recall rates and referral relationships.
• Behavioral Health & Addiction Treatment: Sensitivity-trained collectors who understand the unique stigma and privacy concerns in mental health billing.
• Ambulatory Surgery Centers (ASCs): Higher-balance accounts with complex insurance coordination — resolved via structured payment plans and portal enrollment.
• Home Health & Hospice: Balance billing recovery from families and patients in sensitive circumstances, handled with appropriate care and compliance.
• Physical Therapy & Chiropractic: High-frequency, moderate-balance accounts suited to our fixed-fee first-party demand service.
• Federally Qualified Health Centers (FQHCs): Sliding-scale and self-pay recovery with financial assistance awareness built into every outreach.

Medical office staff are frustrated with being forced into part-time debt collectors, as it distracts them from their primary responsibilities.

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.

Accelerating Cash Flow: The Dealership’s Guide to Professional Debt Recovery

Stop letting delinquent car notes stall your dealership’s growth. Whether you’re a high-volume franchise or a local independent lot, every day a payment is missed, your margins tighten. We turn “past due” into “paid” so you can keep your focus on the showroom floor, not the collections desk.

Nexa provides a reputation-safe approach, equipped with all 50-state collections license, offering free credit reporting, free litigation, free bankruptcy scrubs, and zero onboarding fees. Secure – SOC 2 Type II & FDCPA compliant. Over 2,000 online reviews rate us 4.85 out of 5. 

Need a Collection Agency? Contact us

Two Lanes to Restore Your Cash Flow

• Fixed-fee $15: Ideal for small balances like membership dues or service no-shows. You keep 100% of the money we recover.

• Contingency (20%–40%): No recovery, no fee. Best for larger medical spa balances or older accounts that require intensive skip tracing.

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The Velvet Hammer: Why Diplomacy Outperforms Aggression

In the current automotive market, a car is often a person’s most vital asset. When a customer stops paying, it’s rarely because they don’t want the car—it’s because they’ve hit a hurdle. As a professional collection agency, we employ the Velvet Hammer approach. This means we are firm enough to secure your payment but empathetic enough to protect your 5-star online reputation.

We prioritize being the first bill the debtor wants to pay. By working with them rather than against them, we lower the “defensive wall” that typically leads to ignored calls. Before our collection agency even initiates contact, we perform a litigation scrub. This identifies high-risk individuals who may have a history of filing predatory lawsuits, protecting your dealership from unnecessary legal exposure. This proactive strategy is why our recovery rates are significantly higher than the industry average.

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🚩 Red Flag Box: 3 Dealership Collection Pitfalls

1. The “Friendship” Delay: Waiting to send an account to a collection agency because the customer “promised” to pay next week usually leads to a total loss once they disappear.

2. Using Sales Staff for Collections: Your top sellers should be closing deals, not wasting hours on high-stress collection calls they aren’t trained for.

3. Ignoring Bilingual Needs: In many local markets, failing to offer Spanish-speaking outreach means you are effectively ignoring 20% or more of your past-due accounts.

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Recent Success Stories: Real-World Automotive Recovery

Scenario 1: The Vanishing CPO Buyer

A customer with a Certified Pre-Owned sedan stopped communicating after three months of consistent payments.

• Step 1: We utilized current skip-tracing tools and USPS address checks to locate the debtor who had moved two towns over.

• Step 2: Our Spanish-speaking collectors reached out via SMS and phone to establish a rapport and understand the financial block.

• Step 3: We negotiated a “catch-up” settlement that recovered 100% of the principal within 60 days.

Scenario 2: The Defaulted Truck Note

An independent dealer had a $15,000 balance on a heavy-duty truck with a debtor who was “ghosting” all internal attempts.

• Step 1: Our collection agency performed a bankruptcy and litigation scrub to ensure the debtor was eligible for collection.

• Step 2: We sent a series of firm, professional notices via USPS demand letter and text, prompting an immediate response from the debtor’s spouse.

• Step 3: The debtor chose to settle the full balance to avoid a negative impact on their credit report, which we updated upon payment.

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A Note from the Reconciliation Team

We view ourselves as your “Account Reconciliation Team.” Our goal is to resolve the financial friction between you and your customer with total transparency. Every interaction we have is a reflection of your dealership’s values, and we take that responsibility seriously.

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High-Efficiency Recovery Pricing

We offer flexible pricing models that align with your dealership’s specific recovery needs:

• Fixed-Fee Model ($15): A flat fee per account for early-stage outreach. You keep 100% of the recovered funds.

• Contingency Model (40%): Our “No Recovery, No Fee” option. We only get paid when we successfully bring money back to your office.

• Returned Car Incentive (25%): We understand that a returned car has depreciated and requires labor to re-sell. Therefore, if the vehicle is returned rather than the cash being paid, our contingency fee drops to 25% to recognize the equipment’s lower value relative to a new asset.

Please Note: As a collection agency, we do not perform physical repossessions. To reclaim a vehicle, you must engage a licensed lawyer or a local sheriff if you have already obtained a court judgment.

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Advanced Tools and Federal Compliance

Speed and accuracy are the engines of successful recovery. By involving a professional collection agency early, you significantly improve your recovery rates. We use the most amicable strategies to ensure your employees can do the core work they were hired for.

• Digital Speed: We utilize email and text messaging to speed up response times when appropriate.

• Integrity Checks: All calls are recorded and randomly reviewed to prevent “rogue collectors” and protect you from review-bombing risks.

• Data Accuracy: We perform skip tracing, bankrupty checks, and credit reporting (where permitted and requested) to ensure every lead is actionable.

• Bilingual Outreach: Our team includes dedicated Spanish collectors to bridge communication gaps.

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Frequently Asked Questions

1. How soon should I send an account to your collection agency?

The earlier, the better. Statistically, accounts assigned within the first 60 days of delinquency have a recovery rate nearly 3x higher than those left for six months.

2. Can you help with customers who live across state lines?

Yes. Our skip-tracing and address verification tools are national, allowing us to track debtors regardless of where they move within the current business environment.

3. Does your $15 flat fee include skip tracing?

Our flat-fee service is a high-velocity outreach tool. For deeper investigative work like skip tracing on “skips” (debtors who have vanished), our contingency model is often the more effective choice.

4. Will using a collection agency hurt my local reputation?

Not with our “Velvet Hammer” approach. We focus on firm, professional reconciliation that often results in the debtor thanking us for helping them clear their record, protecting your local standing.

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

 

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