For South Bay contractors with 20 to 100 people
Your back office, caught up.
I set up AI helpers inside QuickBooks, your job software and your inbox. They chase overdue invoices, collect sub paperwork and keep every job's numbers current. Your team approves every step.
Works with QuickBooks Online, Gmail or Outlook, Excel or Google Sheets, and job software like Jobber and Procore.
Monday, 8:00 AM
4 invoices overdue, $15,930
- Westgate Property Services#2041 · 23 days late$4,850Draft ready
- Alvarez Auto Body#2038 · 26 days late$2,300Held: dispute
- Sunnyvale Self Storage#2035 · 31 days late$1,180Check in the mail
- Monte Vista HOA#2029 · 40 days late$7,600Lien waiver drafted
To Maria at Westgate
Quick check-in on invoice #2041. The final inspection passed Oct 9, and the signed completion form is attached. When is it scheduled for payment?
Sent. Approved by Dan.
Nov 13: Westgate paid $4,850
Example with made-up names.
Sound familiar?
- 56% of small businesses are owed money on unpaid invoices
- $17,500 owed on average
- 47% have invoices more than 30 days late
Most reminder tools just send the same note on a schedule. They don't know the customer is waiting on a callback, already mailed a check, or needs a lien waiver first. Meanwhile a sub's insurance quietly expires, and you find out a job lost money after it's done. That's the part I handle.
Figures from the QuickBooks Late Payments Report, 2025, a survey of US businesses with up to 100 employees.
Start small. Then connect everything.
Most clients start with one job that's falling behind. Once it works, each new piece plugs into the last, on the software you already use.
- Free pilot
Start with one overdue invoice.
We begin with what costs you the most, usually getting paid. It reads QuickBooks, finds what's overdue and drafts the follow-ups. Nothing goes out until you approve it.
- Also in the pilot
Then it reads around it.
Before every follow-up it checks your inbox and job notes, so it won't nag someone who already paid, mailed a check or is waiting on a fix.
- Month 2
Add sub paperwork.
Insurance certificates, lien waivers and W-9s from your subs, tracked in one place, with requests drafted before anything holds up a payment.
- Month 3
Then every job's numbers.
Every Monday: billed vs. done, cost vs. budget and margin vs. bid, pulled from QuickBooks, your job software and your spreadsheets.
- From there
Until it's all connected.
Each piece feeds the next. Cleaner books make better job numbers, and better job numbers make a real cash forecast. Your team only handles what needs a person, and you own every piece.
Later, if you want: entering bills from email, logging orders from customer POs, prepping timecards for payroll.
How the free pilot works
Week 1It just reads
I connect with read-only access and show you what it would have done last week: the follow-ups, the requests, the numbers. Nothing goes out.
Weeks 2 to 4You approve every message
It drafts, you approve or fix it. I keep a log of every draft you changed, so you can see how often it gets it right.
After thatYou pick what runs on its own
Only the parts you're comfortable with. Everything else keeps waiting for your OK.
Day 30We look at the numbers together
What changed: money collected, paperwork caught up, and hours your team got back. If it's worth it, keep it for a flat monthly fee. If not, I remove my access and you owe nothing.
What it will never do
- Move money.
- Issue credits, refunds or write-offs.
- Change your books without your OK.
- Email a customer you've flagged.
- Keep chasing an invoice that's in dispute. It stops and hands it to you.
I ask for the least access I need, I write down exactly what that is, and I remove it the day you say so. You can shut it off with one email.
What it costs
Free 30-day pilot
$0
One workflow, read-only to start. No card and no auto-billing. You see it work on your own numbers before you pay anything.
Founding clients
$1,000 a month, flat
- Everything we build keeps running and keeps getting better
- A new workflow or integration each month, as you need it
- Hosting and AI costs included, so no surprise bills
- Price locked for 12 months, and you work with me directly
You own everything we build. If you ever stop, it's yours, and I'll hand it over with notes so it keeps working.
Month to month, agreed before you pay anything. For comparison, a part-time bookkeeper runs $1,200 to $2,400 a month, and an AR clerk in San Jose costs about $8,000 once you add taxes, benefits and overhead. This doesn't replace your people. It takes the chasing and the copy-paste off their plate.
Why free? Because you shouldn't pay for something before you've seen it work on your own invoices. If it doesn't help, we'll both know in 30 days.
Hiring for the office right now?
If you've got a post up for an AR clerk, bookkeeper or office admin, try this alongside it. It won't replace that hire. It handles the chasing and the copy-paste so your new person can focus on the parts that need a human.
Questions owners ask
What do you need from me?
A 30-minute kickoff, read-only access to QuickBooks and the inbox your invoices go through, and 15 minutes a week to check in.
QuickBooks already sends reminders. Why do I need this?
QuickBooks sends the same reminder on a schedule. It doesn't know the customer is waiting on a callback, already mailed a check or needs a lien waiver first, so it nags the wrong people and misses the real holdups. This checks your job notes and inbox first, and it covers sub paperwork and job numbers too.
What if it gets something wrong?
During the pilot nothing goes out without your OK, so a bad draft just gets fixed or deleted. I log every fix so we both see how it's doing.
Which software does it work with?
QuickBooks Online, Gmail, Outlook, Excel and Google Sheets. Jobber and Procore are easy to connect. ServiceTitan and Housecall Pro only let outside tools in on some plans, so I'll check yours on our first call.
Who sees my data?
Just me and the services we agree on up front, and I'll put that list in writing. I remove my access whenever you ask.
What happens after 30 days?
You decide. Keep it for a flat monthly fee, or walk away and owe nothing. There's no auto-billing.
I'm not a contractor. Can this still help?
Ask anyway. If you bill customers on terms and someone on your team spends hours chasing payments, the same setup works.
Start a free 30-day pilot
Tell me a bit about your business and what eats your team's time. I'll reply to set up a short call, and we'll pick the one workflow to start with.
Not ready for that? Pick "A free mockup first." Tell me which job, and within a week I'll send you a working mockup built on sample data. No call, no data, no cost.
Rather talk? Call or text me at (408) 695-3737.
Who you'd be working with
I'm Luke Lin, a data scientist in San Jose. I build AI and analytics systems for a living. I'm taking on three pilots with local businesses this winter, and you'll work with me directly.