DumpsterBossPro Blog — Pickups & Swaps

Monthly Billing for Contractor Pickups and Swaps on One Invoice

A busy contractor might have twenty roll-off jobs in a month: deliveries, swaps, pickups, a couple of relocates, extra days on a slow site and an overweight roofing load. Sending twenty separate invoices means twenty payments to chase and a contractor who is tired of opening your emails.

One monthly invoice fixes that for both of you.

How Monthly Billing Works

In DumpsterBossPro, contractor and commercial accounts can be billed monthly on one invoice. Each job is completed as usual — the driver finishes the pickup or swap in the driver app, the scale-ticket tons go on the job, extra rental days are worked out from the dates — and the charges gather onto the account's monthly invoice.

This pairs naturally with customers who have multiple job sites, as covered in Customers With Multiple Job Sites: Keeping Pickups and Swaps Straight, since each line can show which site it belongs to.

Why It Helps Scheduling

Billing and scheduling are more connected than they seem. When contractors have to pay for each swap separately, some of them delay calling for a swap to save hassle, and the can overflows. When swaps just roll onto a monthly bill, they call when they need one, which is better for safety, for your schedule and for the relationship.

It also frees the office. Time not spent chasing small invoices is time spent on the Waiting List and the dispatch board.

What Goes on the Monthly Invoice

A clean monthly invoice includes:

• Every delivery, pickup, swap, dump & return and relocate, with the date and the site.
• Extra rental days beyond the included period, at the daily rate.
• Tons over the included weight, billed per ton from the scale-ticket weight.
• Any fees you agreed on, such as relocates or dry runs.
• Sales tax where it applies.

Make sure every job has its weight and dates entered before the month closes. A missing scale ticket on one swap means a correction after the invoice went out.

A simple month-end routine helps: look at every job for each monthly account, confirm each pickup and swap has a weight, confirm cans still on the ground have their rental dates right, and look for anything that was done but never marked complete in the driver app. Ten minutes per account at month end prevents a week of back-and-forth after the invoice goes out.

Collecting Payment

Contractors can pay online, and for those with a card on file, auto-billing charges the card when the invoice is ready. Payment follow-ups go out automatically on anything left unpaid. That keeps collection consistent even when the office is busy.

Set the terms up front. When does the month close, when is payment due, and what happens if it is late? Write it into the account setup and the quote they approve online, so nobody is surprised.

Be careful with credit limits in practice, even without a formal system for them. A contractor who owes you for two months and keeps calling for swaps is a growing risk. Before you put their next swap on the board, look at their open invoices. A friendly call about the balance is easier when you are still providing service than after you have stopped.

Keeping Contractors Informed During the Month

Monthly billing does not mean contractors only hear from you once a month. They still get on-the-way and arrival texts on each job, can watch the live driver map, and can see their invoices in the customer app. If a site runs a lot of extra days or overweight loads mid-month, a quick text gives them a chance to adjust before the bill lands.

No surprises is the whole point. A contractor who sees a big overage for the first time on a monthly invoice is unhappy. One who heard about it the day it happened is not.

Choosing Which Customers Get Monthly Billing

Monthly billing is best for regular customers you trust: contractors, property managers and businesses with ongoing needs. One-time homeowners usually pay per job, often with a card on file charged at pickup.

Watch the reports to see which accounts are growing and which are slow to pay. To see how monthly billing fits with the Waiting List, dispatch board and invoicing, visit DumpsterBossPro dumpster pickup and swap scheduling software.