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.
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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.
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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).
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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.
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Step 4: Legal/Lien Enforcement: If necessary, we manage the escalation to legal counsel.
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.
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.
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:
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Residential: We focus on the contract terms and the homeowner’s fear of credit damage or liens.
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Commercial (B2B): We focus on the GC’s liability, contract law, and reaching the corporate Controller/CFO.
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.