Portage is a “connector” city by nature—lakes, trails, and highways stitching Southwest Michigan together. You’ve got commuters sliding along I-94, suppliers hopping on US-131, and families rotating between Austin Lake, Celery Flats, and the Portage Creek Bicentennial Park trails. Business here moves fast. But overdue invoices move like molasses—quietly, stubbornly, and always at the worst time (right when payroll, inventory, or patient supplies hit).
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 & HIPAA compliant. Over 2,000 online reviews rate us 4.85 out of 5.
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Pricing that lets you act early (without gambling your budget)
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Fixed-fee $15 (client keeps 100% of what’s collected)
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Contingency 20%–40% (no recovery, no fee)
We may also send email and text when appropriate. Involvement of a collection agency significantly improves recovery rate—the earlier you assign, the better recovery results are delivered, especially using our most amicable strategies. Let your employees do core work for which they were hired, rather than making them do collections which they obviously do not enjoy.
The “portage” lesson: carry the account over the rough spot
A portage isn’t about fighting the water. It’s about carrying your canoe around the part that slows you down—then getting back to forward motion.
That’s exactly what your Account Reconciliation Concierges do. When an invoice stalls, we don’t turn it into a shouting match. We carry the account around the rough spot with Velvet Hammer:
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Firm enough to secure payment (deadlines, documentation, follow-through).
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Respectful & soft enough to protect your 5-star online reputation (no reckless pressure, no humiliation).
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Litigation scrub to protect you from pursuing riskier situations that can boomerang.
Red flag box: 3 Portage collection pitfalls that quietly kill recovery
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“Airport delay” excuses. Near Kalamazoo/Battle Creek International (AZO), everyone’s busy—so “next week” becomes a permanent holding pattern unless you set a firm landing time.
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Chasing the wrong lane. You keep emailing the nicest person in the building (who can’t approve payments).
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Proof scattered across systems. A change order in one inbox, a delivery confirmation in another, and suddenly the debtor claims “we never agreed.”
Why cooperation wins more money than confrontation
Debtors rank bills. They pay the creditor who feels easiest to complete first. If paying you feels like stepping into conflict, you slip down the priority list behind payroll, rent, and whoever sounds calmer.
Velvet Hammer creates “will to pay” without giving away your leverage:
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We ask questions that make payment logical: “What’s the approved amount?” “Who signs off?” “Which date works for ACH?”
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We give two clean options (pay-in-full by X, or a short plan with specific dates).
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We keep it respectful, so the debtor doesn’t feel attacked—and doesn’t run.
Quality matters, too: calls are recorded and randomly reviewed to prevent rogue collectors and reduce review-bomb risk.
Recent recovery results (reputation-safe)
Medical recovery — $8,460 resolved without patient backlash
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Step 1: USPS address check + bankruptcy check. Statements weren’t reaching the correct address after a move, so the balance aged for the wrong reason.
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Step 2: Concierge outreach focused on clarity: what insurance settled, what remained, and two options (short plan vs. payoff window).
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Step 3: Patient chose autopay on a structured plan. Account closed smoothly—no escalations, no complaints.
Business recovery — $14,270 recovered while preserving the relationship
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Step 1: We rebuilt the documentation pack (authorization trail, completion confirmation, invoice timeline) and identified the actual decision-maker in AP.
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Step 2: Mediation call: one firm due date and two choices—pay-in-full by deadline or a short plan tied to their receivables cycle.
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Step 3: Partial payment landed quickly; the remainder cleared via ACH on schedule.
Two $5K–$15K mini-scenarios (fast, concrete)
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$6,980 restoration invoice: A basement water-loss job wrapped up, then the homeowner went quiet. We confirmed completion acceptance, offered two payment paths, and closed the balance in two clean payments—no drama, no threats.
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$13,540 contractor/trades balance: A scope tweak turned into “we’re reviewing.” We aligned approvals, confirmed the accepted scope, set firm dates, and secured a short plan that finished on schedule.
Industries we serve in Portage and the Southwest Michigan corridor
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Healthcare & Medical: 100% HIPAA-compliant recovery for hospitals and specialty clinics—reputation-safe outreach designed to preserve patient relationships (including regional care hubs around Kalamazoo/Portage).
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Colleges & Universities: Specializing in tuition fee recovery, housing balances, and bursar accounts. We balance firm collection tactics with the need to preserve student relationships and institutional reputation (including students connected to Western Michigan University programs in the area).
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Dental: Dental practices, orthodontics, and specialty care—structured options that collect without patient blowback.
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Restoration, pool, contractors: Restoration, pool projects, and contractor disputes handled diplomatically with documentation-first follow-through.
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K-12 Private & Charter Schools: Managing unpaid enrollment fees and textbook costs with a sensitive, diplomatic approach tailored for family relationships.
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Accountants & CPA Firms: Recovery of professional service fees. We understand the “net-30” cycle and use professional mediation to ensure you get paid without damaging client rapport.
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Banks & Credit Unions: Expert handling of delinquent consumer loans, overdrawn accounts, and deficiency balances. We utilize lawful remedies (including garnishment processes where permitted) to secure repayment on higher-risk portfolios.
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Construction & Trades: Revenue recovery for HVAC, electrical, and general contractors—keep crews producing, not chasing checks.
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B2B Commercial / Restoration / Waste Management: Structured follow-up, clean files, and escalation only when it’s the smartest move.
FAQs
We’re near Crossroads Mall / Westnedge, and customers know each other. Will this blow back on us?
Velvet Hammer is built for connected communities. Calls are recorded and randomly reviewed, and our outreach stays respectful while the timeline stays firm.
What if the debtor keeps saying “resend the invoice” or “it’s in AP”?
We convert vague delays into commitments: a date, a payment method, and a next step if it slips. No endless resends.
Can you contact by email/text without crossing lines?
Yes—when appropriate and permitted. The goal is simple communication that resolves the account, not noise that triggers complaints.
Practical laws & rules that shape collections (not legal advice)
Collections are guided by federal rules like the FDCPA and CFPB Regulation F (which set boundaries on communications and prohibit harassment, deception, and unfair practices), plus Michigan’s Regulation of Collection Practices (Act 70 of 1981). Operationally, we also use USPS address checks, skip tracing, and bankruptcy checks to reduce wasted effort and risk. Credit reporting can be used if you choose and if permitted, with accuracy and dispute handling handled properly under the FCRA.
If you’re ready to stop letting overdue accounts sit like a car stuck at the Portage Road exit off I-94, hand it to a team built for calm follow-through.