After the proposal process, site visits, negotiations, and paperwork, landing the work feels like the finish line. But experienced business owners know something important: winning the contract is only step one.
One of the smartest things a small business owner can do after securing a project is build a relationship with the Accounts Payable (AP) department — the team that actually releases payment.
Why Accounts Payable Matters
Many contractors and service providers believe their primary contact is the project manager. And while the project manager oversees the work, they are usually not the person who releases payment.
Even if you submit your invoice through a system like Procore or send it directly to the project manager, the AP team is the department responsible for making sure payment actually goes out. Building a professional connection with them early can make a significant difference.
Don’t Wait Until Day 30 to Check on Your Payment
A common mistake small businesses make is submitting an invoice and waiting until payment is late before following up. A better approach is to stay ahead of the process.
Most delays happen because of small things in the middle of the process — someone forgot to approve the invoice, a document was missing, a question was raised about the work. Checking in early lets you resolve these issues before the deadline arrives.
Documentation Protects Your Business
One of the most important habits a contractor or service provider can develop is documenting their work thoroughly. Clear records of what was done, when, and to what standard turn a disputed invoice into a settled one.
Always Confirm What Documentation Is Required
Every organization has slightly different billing requirements. Before submitting invoices, ask:
- Do you require photos of completed work?
- Are there forms that must be submitted with the invoice?
- Does the project manager need to approve the invoice first?
- Is there a specific billing portal or system required?
Submitting everything correctly the first time reduces the chance of delays later.
Why Payment Terms Matter
Another reality of working within larger systems is that payments don’t always happen exactly when you expect. Sometimes a prime contractor cannot pay subcontractors until they receive payment from the project owner — which can push timelines to 45 days or longer.
This is one reason many experienced contractors use a Schedule of Values (SOV) to structure their projects. An SOV allows you to bill for mobilization, equipment, materials, and early project phases — helping ensure some costs are covered before the majority of work begins.
Completing the work is only half the equation. Making sure the system recognizes that work — and pays you for it — is the other half.
Getting to know Accounts Payable, documenting your work, and following up on invoices aren’t just administrative tasks. They are part of protecting your business and your cash flow.