What Deptly handles
Get Paid & Finish the Back Office
Turn completed work into closed cash and clean administration.
Sound familiar?
It's the last Sunday of the month and you're at the kitchen table matching deposits against invoices when you find it: the deck job from six weeks ago — finished, photographed, walked with the customer — never invoiced. Nobody caught it, because catching it was your job.
What does "Get Paid & Finish the Back Office" cover?
Deptly carries the work between a finished job and money in the bank. Completion proof is collected, the invoice goes out the same day, payment reminders follow a schedule you approve, failed cards are retried and resolved, receipts are sent, vendor bills are queued for your approval, and payments are matched against your books. What you see is a weekly brief showing what's invoiced, what's paid, and what needs you.
What is really happening
Getting paid is never one task. It's a chain of small handoffs that starts when the work ends: proof the job is done, an invoice with the right line items, a reminder when it isn't paid, a fix when the card fails, a receipt when it clears, a match against the books. In most service businesses, every link in that chain has the same owner — you. So the chain runs when you have a free evening, and stalls when you don't.
There's also the part nobody says out loud: chasing money from a good customer is uncomfortable. You don't want to nag someone who trusted you with their home, their pet, or their case. So the second reminder waits for a version of you with more energy and a better opening line — and an invoice quietly ages from a task into a problem.
None of this means the business is disorganized. It means the work around the work — invoicing, reminders, reconciliation, vendor paperwork — is an owner-dependent workflow with no backstop. The jobs are getting done. What's unfinished is the loop that turns finished work into closed cash.
The complete workflow, trigger to closure
Not a feature that fires once — a loop that runs every time, with approvals where judgment is needed and verified closure at the end.
- Completion proof collection
- Same-day invoicing
- Accounts receivable follow-up
- Failed payment recovery
- Receipts and payment confirmations
- Accounts payable approvals
- Reconciliation
- Overdue collections within your rules
Trigger
The job is marked complete
Your crew or front desk closes out the work in the software you already use. That completion is the signal that starts the money loop — nothing depends on someone remembering.
Action
Completion proof is assembled
Photos, the signed work order, and job notes are pulled together and attached to the invoice — so if a question ever comes up, the answer is already stapled to the bill.
System
The invoice goes out the same day
Built from the actual work order in your invoicing tool — correct line items, correct customer, correct terms — and recorded where your bookkeeper expects to find it.
Communication
Reminders follow your schedule
Friendly nudges go out at the intervals you set, in your voice, from your business — and they stop the moment payment lands. No customer gets a reminder for an invoice they already paid.
Action
Failed payments are handled quietly
A declined card is retried, and the customer gets a secure link to update it with a human-toned message. Most failed payments are an expired card, not a problem — they just need someone to close the loop.
Approval
Anything sensitive waits for you
A request for a payment plan, a disputed charge, a vendor bill ready to pay, a step past your standard reminder sequence — each is prepared with context and held for your decision.
Escalation
A stalled account is raised, not buried
If an invoice crosses the aging threshold you set or a customer goes silent, it's flagged to you with the full history and a recommended next step — before it becomes a write-off.
Closure
The loop closes in your weekly brief
Invoiced, paid, outstanding, recovered, reconciled — verified closure in one summary, so month-end stops being an archaeology project at the kitchen table.
What this looks like in your industry
Same loop, native vocabulary. Three examples of where this responsibility shows up.
Home services
The final invoice for a panel upgrade goes out the day the job closes, with the inspection sign-off and photos attached — so the payment and the permit paperwork stop waiting for your Friday-night catch-up.
Deptly for home servicesMoving & junk removal
When the crew finishes a long-distance move, the bill of lading and final inventory are matched to the estimate and the balance is collected before the truck is back in the yard — instead of surfacing as a discrepancy weeks later.
Deptly for moving & junk removalBoutique legal
Estate-planning clients receive an itemized invoice tied to the engagement letter the day their documents are signed, with retainer balances tracked and reminders gentle enough to protect a delicate relationship.
Deptly for boutique legalWhat Deptly handles, asks about, and never decides
Every workflow above runs inside this boundary. You set the rules; anything outside them waits for you.
Deptly handles
Routine work done within the rules you approve.
- Building and sending invoices from completed work orders, the same day
- Attaching completion proof — photos, sign-offs, notes — to every invoice
- Sending payment reminders on your approved schedule, stopping the moment payment lands
- Retrying failed payments and sending customers a secure link to update a declined card
- Sending receipts and payment confirmations
- Matching payments to invoices and flagging anything that doesn't reconcile
- Queueing vendor bills with their backup documents for your approval
Deptly asks first
Anything judgment-shaped waits for your okay.
- Before offering a payment plan or changing payment terms for a customer
- Before discounting, adjusting, or writing off any invoice
- Before sending a firmer message than your approved reminder sequence
- Before any vendor bill is paid — you approve, Deptly handles the routine around it
- Before escalating an overdue account beyond your standard process
Always human
The decisions that stay yours, always.
- Whether to keep working with a customer who pays slowly
- Final judgment on disputed work — what's fair sits with you
- Any decision to write off debt or involve a collections agency or lawyer
- Vendor relationships and what your business agrees to pay
- Payroll, taxes, and your accountant's final numbers
The full rulebook — approvals, escalation, and audit history — lives on trust and control.
Systems and channels involved
- your invoicing and accounting software (QuickBooks, Xero, or similar)
- your field or job management platform (Jobber, Housecall Pro, ServiceTitan, or similar)
- your payment processor (Stripe, Square, or the one built into your field software)
- email and text messaging sent from your business
- your bank feed, for matching deposits to invoices
- vendor bills arriving by email or scanned paper
These are examples of where this work usually lives, not guaranteed integrations. Deptly works within the tools you already have — setup starts from what you actually use, as described on how it works.
What typically changes
No invented numbers — just the differences owners can reasonably expect when this loop stops depending on them.
- Invoices go out the day work finishes instead of whenever paperwork night happens — and money that's billed sooner tends to arrive sooner.
- Reminders happen every time, on schedule, so following up on money stops depending on whether you had the energy for an awkward message.
- Unbilled work stops hiding until month-end, because the loop from finished job to sent invoice closes on its own.
- The end-of-month reconciliation evening shrinks, because payments were matched to invoices as they arrived.
See the loop close
Every proof item on this site is labeled for exactly what it is.
A finished job becomes closed cash
Deptly
Job #1847 (drain line replacement, Birchwood Ct) marked complete. Completion photos and the signed work order attached — invoice for $1,940 sent to the homeowner.
Thu 3:52 PM
Deptly
Invoice viewed, not yet paid. First reminder scheduled for Monday morning per your sequence.
Fri 10:15 AM
Homeowner
Sorry — tried to pay but the card got declined, I think it expired. What now?
Mon 9:20 AM
Deptly
Sent a secure link to update the card. Payment of $1,940 received and matched to invoice #1847. Receipt sent to the homeowner.
Mon 9:41 AM
Deptly
Needs your OKParts supplier bill for $612 arrived by email. Matched to job #1847 and queued with the packing slip for your approval — nothing is paid without you.
Mon 11:05 AM
- Dinbox
Owner brief
Friday
This week: 9 invoices sent same-day, 7 paid, 1 failed payment recovered, 1 vendor bill approved and scheduled. Two invoices enter your reminder sequence Monday. Nothing unbilled, nothing unreconciled.
The responsibilities around this one
Each loop hands off cleanly to the next — start with one, add others when you're ready.
- Get Found & Build Trust
- Respond & Capture
- Book & Protect Capacity
- Follow Up & Close
- Keep Customers Informed
- Bring Customers Back
- See What Needs Attention
Keep exploring
Questions owners ask
Reminders are short, polite, and sent in your voice on a schedule you approve — and they stop the instant payment lands. Most customers aren't avoiding you; they're busy, and a friendly nudge is a courtesy. Anything firmer than your approved sequence always asks you first.
Deptly works within the tools you already have rather than replacing them. QuickBooks, Xero, and the invoicing built into field platforms like Jobber or Housecall Pro are typical examples — the setup conversation confirms exactly how your stack connects before anything goes live.
The same day the job is marked complete. The completion signal in your field software triggers the invoice, so billing stops waiting for a paperwork night. Completion proof — photos, the signed work order — is attached at the same time.
It's flagged to you the same day with the completion proof already attached, so you're deciding with the photos and sign-off in front of you. Deptly never argues with a customer about the quality or scope of your work — that judgment stays human, and it stays yours.
Never without you. Deptly runs the reminder sequence you approved, and when an account crosses your aging threshold it's raised to you with the full history and a recommended next step. Involving a collections agency or a lawyer is always your decision, not a routine action.
Most failed payments are an expired or replaced card, not a customer avoiding the bill. The charge is retried, and the customer gets a human-toned message with a secure link to update their card. The loop closes without you having to make an awkward call.
The follow-through. Sending the invoice is one link in the chain; the reminders, the failed-payment recovery, the receipts, the reconciliation, and catching the job that never got billed are the parts that still land on the owner. Deptly closes the whole loop, not just the first step.
Yes. Deposits, milestone invoices, and final balances can be tied to job stages in your workflow — the deposit request goes out with the signed agreement, and each progress invoice follows the trigger you define. The rules for amounts and timing are yours to set.
Only with your approval on each one. Incoming bills are matched to jobs and queued with their backup documents — the packing slip, the PO, the work order — so approving takes seconds instead of a filing session. Nothing is paid without your sign-off.
No. Deptly keeps the day-to-day loops closed — invoices sent, payments matched, bills documented — so your bookkeeper gets clean records instead of a shoebox. Payroll, taxes, and final numbers stay with the professionals you already trust.
One responsibility at a time
Would this loop make the biggest difference first?
Answer a few questions about where work waits in your business and get an honest read on which responsibility Deptly should carry first.