- TLDR
Streamline billing and cash flow with automation tools like Bill.com, Celigo, and ACH reminders—reducing delays and manual errors to accelerate payment cycles in private equity-backed Firms, especially helpful for teams using G Suite, QuickBooks, and Airtable in North Carolina or Florida.
The New Imperative in Post-Service Billing
Marketing operations leaders in private equity–backed firms need invoices to issue immediately when field tech wraps up. Fast billing drives compressed cash cycles—just ask firms backed by Vista Equity Partners, like Pluralsight and Ping Identity. Their secret: automated triggers that push completion notifications straight into the ledger.
Invisible Frictions That Drain Growth
Even with G Suite, Airtable and QuickBooks in place, many teams rely on manual handoffs. In one HVAC outfit in Florida, crews set jobStatus = COMPLETED in ServiceTitan—but invoices sat for days. The result: late payments, angry customers and stretched DSO that threaten the PE thesis.
- DSO
- Days Sales Outstanding: time between billing and cash collection.
- iPaaS
- Integration Platform as a Service: connects disparate systems via APIs.
Assembling a Turn-Key Automation Suite
Combine these tools for end-to-end billing automation:
| Tool | Role | Local Insight |
|---|---|---|
| Bill.com | API payment workflows; retry policy cuts dropped events by 90% | CPA-tested at regional firms like Kaufman Rossin |
| JPMorgan Cashflow360 | ACH dispatch & reminders: cut late fees 50% | Real-time cash view in Miami startups |
| Celigo | iPaaS sync; triggers from jobStatus = COMPLETED send orders to QuickBooks |
No more manual ticket errors |
| Ledgy | Equity management aligns with recurring retainer billing | Scales cap-table transparency for founders |
| PaiY | Enforces compliant timesheets pre-cost allocation | Popular among South Beach service crews |
| Note: Evaluate API reliability, retry policies, and regional compliance. Keywords: API sync, ACH reminders, timesheet compliance. | ||
A Roadmap to Unbroken Customer Sync
Replace vague goals with concrete SLAs:
- Invoice issued within 30 minutes of
jobStatus = COMPLETED. - Invoice-to-cash cycle under 14 days.
Phase 1: Real-Time Webhook Triggers
Use Bill.com webhooks optimized for 1–3 second delivery. Test in Postman until successfully tested API call in Postman confirms reliability.
Phase 2: Data Mapping & Sync
Configure Celigo mappings for ServiceTitan→QuickBooks. Watch out for realized timezone was the problem during initial tests and adjust timestamps accordingly.
Phase 3: ACH-Powered Reminders
Layer in Cashflow360 for automated dunning emails and ACH reminders. Monitor for dispatch filter didn’t trigger job errors in your iPaaS logs.
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