Instant invoicing built into the job, ACH built into the invoice, automatic late fees built into the contract, so the money moves before you have to chase it. Two-way QuickBooks sync underneath it all.
Most landscape operators run a 32-day DSO on emailed PDF invoices. RootControl Hub gets it to 22 the day you turn it on; ACH-inline plus auto-reminders gets it to 11.
Illustrative, based on industry-typical AR turnover. Your numbers will depend on contract terms, customer mix, and grace periods. Ask us to run them against your last 90 days of AR.
Most operators still send a Word doc that lands on the customer's pile. RootControl bills the job the day it ends, with photos, ACH inline, and the late-fee clock running.
What's wrong: mailed → check arrives Tuesday → deposited Friday → cleared Monday. The HOA loses the envelope twice a year. Time from work-done to cash-in: 32–38 days.
BEFORE
AFTER
Why it works: Hub delivery → ACH or card inline → reminder fires day 11 → late fee clocks day 18 → QBO syncs the deposit the day it lands. Time from work-done to cash-in: 11 days.
The work was done. The customer was happy. The cash didn't show up, not because anyone refused to pay, but because the office side ran on a delay.
Crew finished Thursday; the office billed it the following Tuesday. Five days of float you'll never get back, multiplied by every job, until the lag alone is a payroll cycle by season's end.
No online pay link, so the invoice sits on the pile until bookkeeping nudges it three weeks later. Late fees were on the contract, but nobody applied them, and the receivable just kept aging.
Every invoice gets keyed twice, once in the field-software, once in QuickBooks. The bookkeeper catches the typos at month-end, and that day-long reconciliation, times 12 months, is a working week spent copying data.
The same trigger that flips a job to complete fires the invoice. The customer pays themselves. Late fees clock in. QuickBooks updates in the background. Five stops, one pipeline.
Each one earns its keep on its own. Together they shrink your days-sales-outstanding and end the manual entry between the field-software and the accounting system.
Take card and ACH payments directly inside RootControl, no separate Stripe dashboard to learn. We white-label everything; your customers see your brand at checkout, not a Stripe redirect.
Fixed amount, percentage, or both, with the grace period you set. Fees post automatically once an invoice ages past the window.
Two passes that share a queue. Creation drafts every billable invoice with an AI scrub; Delivery bulk-sends the ones you approve over Email, SMS, and the Client Hub.
Bidirectional and continuous. Customers, invoices, payments, and the item list stay aligned between RootControl and QBO, with conflict resolution when the same record changes on both sides.
When an invoice crosses overdue, the nudge fires from RootControl itself, not from your inbox at 9pm. Cadence is configurable; the reminder always carries a working Pay Online link.
Approved timesheets, by crew and by job, exported in the column shape your payroll provider expects, ready to import on payday with no rekeying.
The aging buckets with the three actions that actually move money under them. Reminders fire on day 11, late fees clock on day 18, so the 91+ bucket stays small.
One tap: the eleven invoices in the 31–60 bucket each get a Hub-delivered reminder with a working Pay Online link. Roughly 60% pay inside 72 hours.
Fires on the contract terms you already set. The bookkeeper signs off in batch and each fee posts as its own ledger entry, clean for QBO and clean for the audit trail.
The 91+ bucket is small because the first two columns are doing their job. The three remaining accounts are real conversations, pre-loaded with the invoice history and contract on the next screen.
Both rails go to the same Pay Online link. The customer chooses; you don't have to. Here's how each one behaves in practice.
Use it when you'd rather have the cash this week than save a fraction of a percent in fees. The card-fee economics favor speed for small-to-mid invoices, especially if you'd otherwise be waiting on a mailed check.
Verified through Stripe Financial Connections. The customer signs in to their bank once, in-flow, and the account is reusable. No micro-deposits, no waiting two days for a test deposit to land.
This is a real example of the events RootControl posts to an invoice when a 10-day grace period and a 1.5% monthly late-fee policy are in effect. Every event is on the timeline; every notification leaves an audit trail.
Every other feature page on this site is written for the owner. This one's for the person who actually reconciles the books. Six things their checklist asks for, written the way they'd ask.
Invoices, payments, customers, and the item/service list flow both ways the moment they change. No nightly batch. No re-import. No drift.
Match-and-merge wizard on first connect; after that, every record stays matched to its QuickBooks twin. Classes ride along on every line so job-costing reports come back from QBO intact.
Stripe payouts settle into the bank account you map: gross deposit, separate fee line, payment record applied to the matched invoice. The reconciliation balances.
QBO is the source of truth for tax codes. Rates flow into RootControl one-way so multi-jurisdiction invoices stop drifting and the tax report still ties to a penny.
Not bundled into “adjustments” or buried in invoice memo. Each fee posts as a discrete line item to its invoice so write-offs, refunds, and dispute trails are clean.
Who edited which invoice, when, and what they changed: visible inside the invoice and exportable. Same trail covers fee reversals, refunds, and manual offline payments.
Same invoice on both sides, the same moment. Two-way where data lives in both systems, one-way where one side owns it, conflict resolution for the rare double-edit.
Card + ACH payments run directly inside RootControl, no separate Stripe dashboard to learn. We white-label everything; your customers see your brand at checkout, not a Stripe redirect. Fees below are itemized on every transaction.
The cheap rail. A $4,800 HOA invoice costs you $5 in processing, not $144. We don’t mark up ACH; the rate is Stripe’s. Why operators with recurring contracts steer customers here first.
The fast rail. Settles in 1–2 days. 2.9% + $0.30 to Stripe, 1% to RootControl. That 1% is what funds the in-product checkout, the white-labeling, and not having a second dashboard to maintain.
Card and ACH, late fees, Pay Online, and the basic receivables-aging report are on every plan. Overdue reminders, batch invoicing, QuickBooks sync, and the QuickBooks AR aging dashboard unlock at Professional; the sync health monitor is Enterprise.
| Capability | Solo | Crew | Professional | Enterprise |
|---|---|---|---|---|
| Stripe Card & ACH · Pay Online link on every invoice | ✓ | ✓ | ✓ | ✓ |
| Configurable late fees | ✓ | ✓ | ✓ | ✓ |
| Automated overdue reminders | — | — | ✓ | ✓ |
| Batch Invoice Creation + AI scrub + cover-note drafting | — | — | ✓ | ✓ |
| Bidirectional QuickBooks Online sync | — | — | ✓ | ✓ |
| QuickBooks AR aging dashboard + one-tap collection actions | — | — | ✓ | ✓ |
| Variance billing (estimate-vs-actual one-click) | — | — | ✓ | ✓ |
| QBO sync health monitor for your company's connection | — | — | — | ✓ |
30-minute walkthrough. Send us your last 90 days of receivables (CSV from QuickBooks works fine). We'll show you what auto-reminders, late fees, and ACH-inline would have collected, when each invoice would have cleared, and where the QBO sync would have caught the duplicates.
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