When Do You Ask for Your Money? A Hard Look at Receivables

By Ron Segura 

When meeting janitorial service providers, accounts receivable is the priority. Receivables reveal your company’s true state even before staff or sales discussions. 

It’s not unusual to see balances sitting in the 60, 90, or even 120-day columns (Accounts Receivable & Collections Benchmarks 2026, 2026. When I ask owners or managers about it, I tend to hear the same reasons repeatedly. 

• “I don’t want to keep asking—they may put the account out to bid.” 

• “They always pay late, but they eventually pay.” 

• “I know they’re having financial problems.” 

While these reasons may seem understandable, they typically indicate your company is serving as your client’s bank. 

The Cash-Flow Reality of Janitorial Services 

Janitorial businesses rely on timely payment for payroll, taxes, insurance, chemicals, supplies, and equipment. 

When receivables go past 60 days, here’s what starts to happen behind the scenes: 

• You absorb the client’s cash-flow problem. 

• You spend more time pursuing payments, and your stress goes up. 

• Your growth slows or stops. 

• Your risk exposure rises. 

Late payments aren’t just an accounting issue—they’re a management challenge that affects your whole operation. 

“I Don’t Want to Ask—They May Go Out to Bid” 

This concern is common but usually stems from fear, not fact. 

Clients who value your service do not expect you to ignore agreed-upon payment terms. If a customer threatens to rebid an account because you are asking to be paid on time, ask yourself: 

• Is this a relationship built on respect or avoidance? 

• What precedent does this set for other clients? 

• Sticking to your payment terms isn’t aggressive—it’s simply good business. 

If a client objects to your payment terms, remain calm, thank them, restate the need for timely payment, and note that clear terms benefit both sides. Clients often appreciate professionalism. If they leave overpayment terms, it suggests a larger issue and allows you to focus on reliable customers. 

“They Always Pay Late, but They Eventually Pay” 

Normalizing late payments can create ongoing financial strain for your business. If a client always pays late, your invoice isn’t their priority. But you must pay your bills. Delayed payments do not resolve immediate cash flow needs, such as payroll or expenses. 

“I Know They’re Having Financial Problems” 

Empathy is important, but without defined boundaries, costs may escalate rapidly. 

Clients experiencing financial trouble often: 

• Slow payment over time. 

• Begin short-paying invoices. 

• Dispute charges. 

• Terminate service with balances still owed. 

• Address payment matters early to stay in control. After 90 days, collecting is much harder. 

A Practical Receivables Discipline Checklist 

• Invoices are sent each cycle promptly 

• Follow-up begins before invoices become overdue. 

• There is a standard process at 15, 30, and 45 days past due. 

• Late-paying clients are contacted every month—not just occasionally. 

• One person is responsible for collections, not “whoever has time.” 

• Problem accounts are reviewed monthly, not ignored. 

• Service suspension or termination is an option when terms are repeatedly ignored. 

Unchecked items on this list may result in clients receiving unintentional interest-free credit. 

When To Ask  

The answer is simple: ask for payment when it’s due—every single time. 

Requesting payment when due is a responsible business practice. Setting clear expectations and consistent follow-up demonstrates professionalism and strong management. 

If you need invoice reminder wording, consider something like this: “Thank you for your partnership. To ensure uninterrupted service, please note that payment for your recent invoice is due. Let us know if you need an additional copy or have any questions.” Having a prepared statement can facilitate professional and effective client communication. 

If your receivables go past 60 days, don’t just ask yourself whether clients will eventually pay. Instead, the real question is: How long can your company continue operating with delayed payments? Staying clear on this point helps you make better decisions. 

The best janitorial companies protect their cash flow by setting boundaries. Great service does not require tolerating poor payment practices. Decide how long you can wait, and act accordingly to keep your business strong. 

Ron Segura is the founder and president of Segura & Associates, a consulting firm for contract cleaning companies as well as building managers in North and South America.