Can accounts payable management help with cash flow planning?

Yes, tracking all outstanding bills and their due dates gives you a clear view of upcoming cash obligations, which makes it easier to time payments and avoid cash shortfalls. This visibility is one of the main advantages of a managed accounts payable process over an informal one.

How do you prevent duplicate vendor payments?

We review incoming bills against previously processed invoices before payment is issued, checking invoice numbers and amounts to catch duplicates before they go out. This review is built into the standard bill entry process rather than being a separate periodic check.

Do you handle 1099 tracking for vendors?

Yes, we track payments to contractors and vendors throughout the year and collect W-9 forms as needed, so 1099s can be prepared and filed accurately at year end without a scramble to gather vendor information in January.

Can you manage accounts payable if we use our own accounting software?

Yes, we work within your existing accounting software, whether that is QuickBooks Online, Xero, or a dedicated accounts payable tool, so you retain full visibility and ownership of the data at all times.

Accounting Services

Accounts Payable Management Services

Supply house and vendor bills entered, matched, and paid on schedule, so terms stay intact and no parts invoice gets paid twice.

Built for HVAC, plumbing, electrical, and mechanical contractors running trucks, techs, and service agreements out of QuickBooks Online, ServiceTitan, and Housecall Pro.

Schedule Your Free Strategy Call (559) 203-3450

What sends contractors looking for this

Supply house statements never match the invoices we've actually entered

A tech grabs parts on the shop's account at the supply house counter, and the invoice either never makes it back to the office or gets tossed on a desk and forgotten. When the monthly statement arrives, half the charges on it have no matching bill in QuickBooks, and nobody can say for sure what was actually owed.

Someone ends up either paying the statement total as a lump sum without checking it, or holding the whole payment while they try to track down invoices from three different job sites, and either way the supply house account starts looking unreliable on your end.

A supplier that stops trusting your payment process will pull net-30 terms and move you to pay-on-pickup, which means a tech standing at the counter with a card instead of the shop's account, and that alone can slow down a job that was supposed to close out same day.

We've paid the same vendor bill for parts twice without realizing it

When bills come in by email, by mail, and handed over by a tech all at once, the same invoice for a compressor or a water heater can get entered into QuickBooks twice under two different reference numbers, and both copies get paid without anyone catching the overlap.

With one person entering, approving, and paying bills with no second look, there is nothing built into the process to catch a duplicate before the money is already gone.

Duplicate payments for parts tie up cash that should be covering payroll or the next van payment, and getting a refund back from a supply house once it has already been paid twice can take weeks, if it comes back at all.

How we fix each of those

01
Vendor bills matched to supply house statements every month
We enter every vendor bill as it comes in, match it against the monthly supply house statement line by line in QuickBooks Online, and flag any charge with no matching invoice before the statement gets paid, so nothing goes out based on a balance alone.
02
A second set of eyes before any bill is paid
We check every new bill against what has already been entered and paid, catching duplicate invoice numbers and repeated amounts before a payment goes out, so the same compressor or water heater invoice never gets paid twice.

Everything included

Vendor and supply house bill entry coded to the correct job or expense account
Monthly matching of supply house statements to entered invoices
Payment scheduling that protects net-30 and other vendor terms
Duplicate invoice and duplicate payment review before payments go out
Vendor account reconciliation for supply houses and equipment vendors
1099 tracking for subcontractors and vendors throughout the year
Cash flow visibility into upcoming vendor payment obligations

Work that pairs with this

Bookkeeping

Every job cost, supply house charge, and membership payment categorized correctly and every account reconciled, every month, so your job profitability numbers are actually right.

View Bookkeeping

Account Reconciliation

Every ServiceTitan or Housecall Pro payout, supply house card, and van loan checked against the bank every month, so a bad deposit or a missing receipt gets caught while it's still small.

View Account Reconciliation

Financial Statement Preparation

Balance sheets and profit and loss statements that account for service agreements, warranty work, and truck loans correctly, ready for the bank when you need a new truck or a line of credit.

View Financial Statement Preparation

Contractors who have already done this

Real Google reviews from owners we work with, next to the engagements behind the numbers.

Google review
As a home services company, I feel that High Velocity Accounting has elevated our business to the next level. We are able to dig deeper into our numbers, report accurately and make adjustments where needed. They are very responsive, detail oriented and an extension of our team.
Cathleen Helin
Owner, Home Services
Clovis, CA
Case study
How a Construction Company Cleaned Up Two Years of Books and Financed New Equipment
Construction · $2.8M - $4.1M annual revenue
Books brought current
22 months
Equipment loan approved
$680,000
Read the full breakdown
Google review
I have been so genuinely pleased with High Velocity Accounting's services. I feel I have an extension of our team in Brett and his team. They always make time for my questions and look for strategic ways to build our businesses mutually. I rest easy knowing our books are kept in good order and our taxes are prepared professionally. I never hesitate to recommend this firm to any service business owners looking for professional book keeping and tax services.
Texas Medley
Owner, Service Contracting
Clovis, CA
Google review
We have been using High Velocity Accounting for a couple years now and are so thankful for their service! They are meticulous, thorough, dependable and always ready to deal with a curveball. Kind, patient, gracious. Thank you for your service and the relationship we've developed together.
Grant Schoenberger
Client, Trades
Clovis, CA
Google review
Brett Neal has been our family's accountant for over six years now, because he is the most dependable professional in this business. We started with Brett as two separate single-filers with simple W-2's and quickly graduated to a married couple having multiple types of complicated business/tax filings. Brett took every shift in stride; every transition has been carried out smoothly and without any hiccups. Trust that this is the guy for all your filing, bookkeeping, and financial consulting needs.
Alyssa Cotrina
Business Owner, Trades
Clovis, CA

Where we do this work

Our office is in Clovis and we work with home services contractors across the Central Valley and nationwide. Pick your city to see how accounts payable management works for shops in that market.

Not on the list? We run every engagement over QuickBooks Online, ServiceTitan, and Housecall Pro, so distance does not change the work. Call (559) 203-3450.

Talk to a CPA who will actually pick up the phone

Start with a 30-minute consultation at no cost. You will leave it knowing what the work involves, what it costs, and what happens next.