Gamut
Invoice & AR ChaseCommercial Construction

Commercial Construction & GC Invoice & AR Chase Agent

Chase down slow-paying owners on every pay app and invoice without burning the relationship.

Updated

Connects with

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The problem it solves

Construction AR doesn't collect itself: pay applications sit in owners' approval queues, retainage lingers past substantial completion, and invoices age while PMs stay heads-down on the job. This agent watches every open receivable, sends professionally worded follow-ups at the right time and tone, and escalates toward lien rights when needed, so cash comes in faster and nothing slips.

Who it's for

  • General contractors billing on AIA G702/G703 pay applications
  • Construction managers tracking owner draws across multiple projects
  • Specialty and trade contractors chasing slow-paying GCs and clients
  • Construction controllers and CFOs who own the AR aging report
  • Project managers who need retainage and collections handled without leaving the field

What it does

  1. 1

    Pull open receivables daily

    Each day it reads open pay applications, standard invoices, and retainage balances from your accounting and project systems and organizes them by aging bucket.

  2. 2

    Confirm the payment window has closed

    Before reaching out it verifies each item is past its contractual deadline and that the pay app was acknowledged, so it never chases an owner early.

  3. 3

    Prioritize by dollars and age

    It sorts overdue items by amount times days overdue and factors in each client's payment history to decide who to contact first and at what tier.

  4. 4

    Send tiered, owner-voiced follow-ups

    Friendly first reminders at 1-30 days, direct payment-date requests at 31-60, and formal contract-citing notices at 61-90, all written in the PM's or principal's voice.

  5. 5

    Track retainage and release triggers

    It keeps a separate retainage ledger per project and alerts the PM when substantial completion or another release trigger approaches so withheld funds don't sit past due.

  6. 6

    Stage lien notices for approval

    At 90+ days it drafts a pre-lien notice referencing the state's statutory deadline and stages it for principal review, never auto-sending lien-rights language.

  7. 7

    Log every action and response

    Sent messages, payments, partial payments, disputes, and arrangements are recorded in the AR tracker for a complete audit trail.

  8. 8

    Deliver the weekly cash and AR digest

    Every Monday it sends total open AR, the aging breakdown, top overdue items, last week's collections, and anything needing principal input.

Key benefits

  • Faster collections on pay applications and overdue invoices without manual chasing
  • Retainage released on time instead of sitting forgotten past substantial completion
  • Owner-voiced messaging that protects relationships while staying firm on payment terms
  • Lien-rights escalation handled correctly, with statutory deadlines respected and principal sign-off required
  • A full audit trail of every follow-up, response, and payment in one AR tracker
  • A Monday-morning cash and AR digest so the controller always knows what's outstanding

Sample use cases

A $480k pay application has been approved by the owner but unpaid for 35 days past net-30.

The agent escalates to a Tier 2 reminder citing the payment terms and days past due, asks for a payment date in writing, and BCCs the PM and controller.

Substantial completion is approaching on a project with $120k of retainage withheld.

The agent flags the upcoming release trigger and alerts the PM to submit the final pay application and obtain the certificate of substantial completion so retainage isn't left on the table.

An owner has gone 92 days without paying and stopped responding.

The agent drafts a pre-lien notice referencing the project state's statutory notice deadline and the amount at risk, then stages it for the principal to review before anything is sent.

The controller wants a snapshot of where cash stands across all jobs.

The agent compiles the weekly digest with total open AR, the full aging breakdown, top five overdue items, collections received, and the retainage summary.

Key integrations

  • Sage 300 CRE

    Primary source for invoices, pay application status, and AR aging.

  • Viewpoint Vista

    Alternative accounting source for pay app status, project billing, and AR data.

  • Procore

    Source for pay application workflow status, project correspondence, and contractor payment tracking.

  • Email

    Primary channel for all follow-up messages, with the PM and controller BCC'd on escalated tiers.

Construction billing follows its own rules: pay applications use a schedule-of-values format, retainage is withheld until substantial completion, and timing is shaped by pay-when-paid clauses, owner pay cycles, and joint check agreements. This agent operates inside those norms instead of treating every receivable like a standard net-30 invoice.

That context is what separates dependable construction invoicing management from a generic dunning tool. The agent honors lien waiver and trust-fund requirements, confirms statutory deadlines per state during onboarding, and always directs clients to their attorney before making any representation about legal remedies.

Getting started

  1. Import the workspace — Bring this agent into Gamut using the workspace-zip import flow.
  2. Run the agent-onboarding skill — The agent asks about your billing systems, invoice formats, payment terms, lien-rights state coverage, and who should receive the weekly digest.
  3. Give it a first task — Try: "Pull our open AR from Sage and show me everything more than 30 days overdue with a recommended follow-up action for each."

Frequently asked questions

Does the agent send lien notices or escalations without my approval?

No. First and second reminders go out automatically, but formal notices copy the principal, and any pre-lien notice at 90+ days is drafted and staged for explicit principal or controller approval before it is ever sent.

Which construction invoicing and accounting systems does it work with?

It reads open receivables from Sage 300 CRE, Viewpoint Vista, and Procore, and sends follow-ups over email. During onboarding you tell it which of these construction invoicing systems holds your pay application and AR data.

How is this different from doing AR chasing manually or with generic invoicing software?

Generic tools don't understand pay applications, retainage, or pay-when-paid timing. This agent is purpose-built for construction invoicing management: it checks the contractual payment window before chasing, tracks retainage release triggers, and escalates toward lien rights with state-specific deadlines, all in your firm's voice.

Will it handle AIA G702/G703 pay applications and retainage?

Yes. It tracks pay applications by application number, scheduled value, work completed, and retainage withheld, and maintains a separate retainage ledger that alerts the PM when a release trigger like substantial completion is approaching.

Won't automated follow-ups damage relationships with owners and clients?

The messages are written in the PM's or principal's voice, businesslike and direct rather than aggressive, and the agent never chases before the contractual payment window closes. It also skips items in active dispute or on an approved payment plan.

How much does it cost?

The agent template is free to import from the Gamut marketplace. You only need accounts for the systems it connects to, such as your construction invoicing software and email.