Payment Collection Methods

Purpose

Outlines all accepted payment methods at Spartan Plumbing and the procedures for processing each.

When to Use

Every time a customer makes a payment — at the time of service, via phone, or through follow-up.

Accepted Payment Methods

Credit/Debit Card (Preferred)

• Processed through ServiceTitan's integrated payment system.
• Accepted on-site via the tech's tablet, over the phone by CSRs, or via the payment link in emailed invoices.
• Visa, Mastercard, American Express, and Discover accepted.
• Receipts are automatically emailed through ServiceTitan.

Check

• Personal and business checks accepted.
• Record the check number in ServiceTitan.
• Deposit checks within 24 hours.
• If a check bounces, follow the Collections & Past Due process.

ACH/Bank Transfer

• Available for larger jobs by request.
• Processed through ServiceTitan or the accounting system.
• Takes 2-3 business days to clear.

Cash

• Accepted but not preferred. Card payment reduces handling risk and simplifies accounting.
• Count cash in front of the customer and provide a receipt.
• Cash must be turned in to the office the same day.

Financing

• GreenSky, Wisetack, or Wells Fargo.
• Financing proceeds are disbursed to Spartan directly.
• Customer makes payments to the financing company, not Spartan.
• See Financing Application Processing for details.

Payment Timing

• Standard: Payment is due at time of service completion.
• Large installs: 50% deposit at authorization, balance due at completion (or financing).
• Multi-day jobs: Balance due on the final day of work.
• Exceptions: Must be approved by Josh in writing.

Important Notes

• Never leave a job site without collecting payment unless authorized by a manager.
• If a customer can't pay and financing is declined, contact your manager before leaving.
• All payments must be processed through ServiceTitan for tracking.
• Petty cash handling: any cash received must be documented and deposited same-day.

Related SOPs

• Invoice Processing in ServiceTitan — tech-side invoicing
• Credit Card Processing Procedures — detailed card processing
• Payment Policy — company payment policy