Source: #sales-general (the H2 is shifted; body is Sara's invoice followup)
Sara (Bookkeeper) — 2026-05-06 10:11
Hey @Jon (Customer Success Lead) - I just resent the invoices. It's a bit strange they're not seeing them through the Zapier automation, especially since this is the second month we've had the same issue.
Thanks for flagging and following up on this! I was actually about to text you to follow up with Leia as well.
Jon (Customer Success Lead) — 2026-05-06 10:14
Ok great - I'll confirm with Leia that she is seeing them now. So were the previously sent the same way as today?
Sara (Bookkeeper) — 2026-05-06 10:17
Yes, we use Zapier automation for all the Willdan invoices.
Sara (Bookkeeper) — 2026-05-06 10:17
Except for the T&M invoice
Jon (Customer Success Lead) — 2026-05-06 10:20
Ok - so this should be a good test then. If Leia can see these, she should have seen 1428 the first time.
Sara (Bookkeeper) — 2026-05-06 10:40
@Jon (Customer Success Lead) While I am reading this message again, I want to clarify something. The Willdan invoices are normally sent via Zapier automation that we have in place. But since the client said they didn't receive them (and this is the second time this has come up), I went ahead and resent them manually today.
Jon (Customer Success Lead) — 2026-05-06 10:45
Oh I see! The original should also have shown up in Leia's email - is that right? Is there a subject or sender I can prompt her to search for for the original?
Sara (Bookkeeper) — 2026-05-06 10:50
This is what we are seeing in Discord once the invoice is sent via the automation.
Jon (Customer Success Lead) — 2026-05-06 15:05
FYI @Sara (Bookkeeper) Leia confirmed she received the resent invoices today, but not the original 1428. She says she's received others though so not sure what happened with that one.
Erika (Strategic Growth Lead) — 2026-05-07 06:56
@Sara (Bookkeeper) glad to see HPD is processing the first invoice! This is close enough to on-time for a first payment so
Sara (Bookkeeper) — 2026-05-08 10:48
@Erika (Strategic Growth Lead) Just got confirmation from the Related team managers that two additional Related invoices (Tribeca and MiMa properties) are being processed
My guess is they should hit our bank next week, which would be another $19,182.68. Wuhu!
Source: #sales-general (the "Scope Sharing with Freemium" H2 body)
Sara (Bookkeeper) — 2026-04-28 12:19
HPD Technical Assistance – $200,000
Still in "waiting mode"- invoice is pending approval on HPD's side. Once they get paid, we get paid. The due date is coming up this week, so if not paid by then, I will reach out again to Betty about the status of the invoice. Keeping an eye on it
Related Companies-$82,522.92
No change here - 23 out of 36 invoices paid so far. Payments are moving, which we like to see
Tower Road Construction LLC – $10,887.50
Still showing as "processed" in VendorCafe. Payment hasn't landed yet (probably cause it's a check payment and takes longer), but we're expecting it soon (fingers crossed). If it's not in by the end of this week, we will follow up on the status.
Willdan-NYCA-$117,434
Not due until 05/01/2026, so all good for now. We're watching for it to come in soon. If not, we'll nudge
Source: #sales-general (the "Con Ed Peak Summer Cooling RFI Thing" H2 body)
Sara (Bookkeeper) — 2026-03-23 07:20
AR Update- This week
NYSERDA - 249047-$50,000.00
This invoice is created quarterly as per our agreement with NYSERDA. It has been sent to the client and uploaded to the NYSERDA invoice platform. We are currently awaiting payment.
Related Companies-$165,056.72
These invoices were created under our ongoing contract with Related Companies, with 36 total across different condo and rental properties. They were sent out last week — condo invoices (INV 1391–1404) went to Lucy via QBO and email (her preference), and rental invoices (INV 1405–1426) were sent via QBO to Ronnie and via email to Krysta. The only one that needed a PO number was The Set, which has now been updated with this year's PO and sent also to Peter (the general manager for the property ''The Set) via email as agreed.
Based on past QBO history, these are usually paid around May, close to the due dates, so we should expect payments around then.
Tower Road Construction LLC-$10,887.50
This invoice was automatically generated under our ongoing contract with Tower Road. It has also been uploaded to the customer's invoice portal (VendorCafe) per the agreement. We are currently awaiting payment.
Willdan-NYCA-$117,434
This is the monthly NYCA subscription invoice, with the due date coming up next week. If it's not paid by then, we'll follow up on the status. This should be the last monthly subscription invoice, and once the amendment is finalized, we'll switch to milestone-based invoicing going forward
Source: #sales-general (the "Mid Atlantic Next?" H2 body)
Sara (Bookkeeper) — 2026-03-16 16:11
AR Update- This week
NYSERDA - 249047-$50,000.00
This invoice is created quarterly as per our agreement with NYSERDA. It has been sent to the client and uploaded to the NYSERDA invoice platform. We are currently awaiting payment.
Related Companies-$165,056.72
These invoices were created under our ongoing contract with Related Companies. In total, there are 36 invoices for different properties.
An email was sent to Related today requesting the necessary PO numbers for some of the invoices. Once we receive them, we will send the invoices out—some through QBO and others directly via email.
Based on the QBO history, most of these invoices have typically been paid around May, close to their due dates, so we should expect to see payments around that time
Tower Road Construction LLC-$10,887.50
This invoice was automatically generated under our ongoing contract with Tower Road. The VendorCafe login issue has been resolved, and the invoice has now been uploaded to their platform and is ready for processing. We are currently awaiting payment.
Willdan Energy Solutions-$200,767.33
We are currently renegotiating the contract terms with Willdan, including the total contract value and the NYCA payment schedule. We received confirmation regarding the NYCA portion that 75% of the total contract value will be paid upfront, so we will be invoicing them accordingly.
The invoices already sent are currently awaiting payment. We expect to receive payments for the remaining Willdan monthly invoice and the NYCA invoice this week. If not, we will follow up.
Bomee (CEO / Coder) — 2026-03-16 17:28
the total contract value
Nope - we are not negotiating contract value, just the payment timing.
75% of the total contract value will be paid upfront
That's not accurate. We're billing by milestone once the amendment is signed.
Last, @Sara (Bookkeeper) please separate out ConEd from NYCA for Willdan.
Source: #sales-general (the "Rory's Request..." H2 body)
Sara (Bookkeeper) — 2026-03-09 10:04
AR Update- This week
Community Preservation Corporation (CPC)-$ 25,000.00
This invoice was automatically generated under our ongoing contract with CPC and is currently past due. Jon followed up with the client, and we needed to resend the invoice so they could process it. We should be expecting a payment soon.
NYSERDA - 249047-$50,000.00
This invoice is created quarterly as per our agreement with NYSERDA. It has been sent to the client and uploaded to the NYSERDA invoice platform today. We are currently awaiting payment.
Tower Road Construction LLC-$10,887.50
This invoice was automatically generated under our ongoing contract with Tower Road. There was an issue with the automatic sending of the invoice, which we are currently investigating.
Additionally, we experienced issues accessing Vendor's Cafe (the invoice portal), which we are also working to resolve. A client follow-up is scheduled for this week.
Willdan Energy Solutions-$284,100.66
We are currently renegotiating the contract terms with Willdan, including the total contract value and the NYCA payment schedule.
Payments for the first two NYCA invoices have been received. Erika and Jon have been following up regarding the ongoing monthly invoices, and we expect to see the regular Willdan invoice either this week or next. Once processed, it typically takes about two weeks for the payment to reach our bank.
We are still waiting to hear back from the client on how to proceed in light of the upcoming changes.
Sara (Bookkeeper) — 2026-03-09 10:50
@Jon (Customer Success Lead), could you follow up with CPC on the status of the $25,000 invoice, and also check with Willdan regarding invoice #1382? Michelle mentioned on the 24th that it was being processed and should be paid within a week, but we still haven't received it.
Jon (Customer Success Lead) — 2026-03-11 12:55
Thanks @Sara (Bookkeeper) ok I have emailed both Ana (CPC) and Michele.
Jon (Customer Success Lead) — 2026-03-11 16:34
@Sara (Bookkeeper) from CPC: "The payment went out today: Fed Ref No 20260311I1B7031R014860"
Sara (Bookkeeper) — 2026-03-11 16:35
Thank you for the follow-ups
Jon (Customer Success Lead) — 2026-03-11 16:36
Of course - ask anytime! Sorry it took me a couple days to see. I see Michele responded as well - you're on that chain.
Strategy Notebook
Sara (Bookkeeper)'s weekly AR updates plus related Zapier/invoice issues across HPD, Related, NYSERDA, NYCA/Willdan, Tower Road, CPC.
Transaction Fee Landscape (Willdan invoice / Zapier issue) — May 6–8, 2026 #
Source: #sales-general (the H2 is shifted; body is Sara's invoice followup)
Sara (Bookkeeper) — 2026-05-06 10:11 Hey @Jon (Customer Success Lead) - I just resent the invoices. It's a bit strange they're not seeing them through the Zapier automation, especially since this is the second month we've had the same issue.
Thanks for flagging and following up on this! I was actually about to text you to follow up with Leia as well.
Jon (Customer Success Lead) — 2026-05-06 10:14 Ok great - I'll confirm with Leia that she is seeing them now. So were the previously sent the same way as today?
Sara (Bookkeeper) — 2026-05-06 10:17 Yes, we use Zapier automation for all the Willdan invoices.
Sara (Bookkeeper) — 2026-05-06 10:17 Except for the T&M invoice
Jon (Customer Success Lead) — 2026-05-06 10:20 Ok - so this should be a good test then. If Leia can see these, she should have seen 1428 the first time.
Sara (Bookkeeper) — 2026-05-06 10:40 @Jon (Customer Success Lead) While I am reading this message again, I want to clarify something. The Willdan invoices are normally sent via Zapier automation that we have in place. But since the client said they didn't receive them (and this is the second time this has come up), I went ahead and resent them manually today.
Jon (Customer Success Lead) — 2026-05-06 10:45 Oh I see! The original should also have shown up in Leia's email - is that right? Is there a subject or sender I can prompt her to search for for the original?
Sara (Bookkeeper) — 2026-05-06 10:50 This is what we are seeing in Discord once the invoice is sent via the automation.
Jon (Customer Success Lead) — 2026-05-06 15:05 FYI @Sara (Bookkeeper) Leia confirmed she received the resent invoices today, but not the original 1428. She says she's received others though so not sure what happened with that one.
Erika (Strategic Growth Lead) — 2026-05-07 06:56 @Sara (Bookkeeper) glad to see HPD is processing the first invoice! This is close enough to on-time for a first payment so
Sara (Bookkeeper) — 2026-05-08 10:48 @Erika (Strategic Growth Lead) Just got confirmation from the Related team managers that two additional Related invoices (Tribeca and MiMa properties) are being processed
My guess is they should hit our bank next week, which would be another $19,182.68. Wuhu!
AR Aging Summary — 2026-04-28 #
Source: #sales-general (the "Scope Sharing with Freemium" H2 body)
Sara (Bookkeeper) — 2026-04-28 12:19 HPD Technical Assistance – $200,000 Still in "waiting mode"- invoice is pending approval on HPD's side. Once they get paid, we get paid. The due date is coming up this week, so if not paid by then, I will reach out again to Betty about the status of the invoice. Keeping an eye on it
Related Companies-$82,522.92 No change here - 23 out of 36 invoices paid so far. Payments are moving, which we like to see
Tower Road Construction LLC – $10,887.50 Still showing as "processed" in VendorCafe. Payment hasn't landed yet (probably cause it's a check payment and takes longer), but we're expecting it soon (fingers crossed). If it's not in by the end of this week, we will follow up on the status.
Willdan-NYCA-$117,434 Not due until 05/01/2026, so all good for now. We're watching for it to come in soon. If not, we'll nudge
AR Aging Summary — 2026-03-23 #
Source: #sales-general (the "Con Ed Peak Summer Cooling RFI Thing" H2 body)
Sara (Bookkeeper) — 2026-03-23 07:20 AR Update- This week
NYSERDA - 249047-$50,000.00 This invoice is created quarterly as per our agreement with NYSERDA. It has been sent to the client and uploaded to the NYSERDA invoice platform. We are currently awaiting payment.
Related Companies-$165,056.72 These invoices were created under our ongoing contract with Related Companies, with 36 total across different condo and rental properties. They were sent out last week — condo invoices (INV 1391–1404) went to Lucy via QBO and email (her preference), and rental invoices (INV 1405–1426) were sent via QBO to Ronnie and via email to Krysta. The only one that needed a PO number was The Set, which has now been updated with this year's PO and sent also to Peter (the general manager for the property ''The Set) via email as agreed. Based on past QBO history, these are usually paid around May, close to the due dates, so we should expect payments around then.
Tower Road Construction LLC-$10,887.50 This invoice was automatically generated under our ongoing contract with Tower Road. It has also been uploaded to the customer's invoice portal (VendorCafe) per the agreement. We are currently awaiting payment.
Willdan-NYCA-$117,434 This is the monthly NYCA subscription invoice, with the due date coming up next week. If it's not paid by then, we'll follow up on the status. This should be the last monthly subscription invoice, and once the amendment is finalized, we'll switch to milestone-based invoicing going forward
AR Aging Summary — 2026-03-16 #
Source: #sales-general (the "Mid Atlantic Next?" H2 body)
Sara (Bookkeeper) — 2026-03-16 16:11 AR Update- This week
NYSERDA - 249047-$50,000.00 This invoice is created quarterly as per our agreement with NYSERDA. It has been sent to the client and uploaded to the NYSERDA invoice platform. We are currently awaiting payment.
Related Companies-$165,056.72 These invoices were created under our ongoing contract with Related Companies. In total, there are 36 invoices for different properties. An email was sent to Related today requesting the necessary PO numbers for some of the invoices. Once we receive them, we will send the invoices out—some through QBO and others directly via email. Based on the QBO history, most of these invoices have typically been paid around May, close to their due dates, so we should expect to see payments around that time
Tower Road Construction LLC-$10,887.50 This invoice was automatically generated under our ongoing contract with Tower Road. The VendorCafe login issue has been resolved, and the invoice has now been uploaded to their platform and is ready for processing. We are currently awaiting payment.
Willdan Energy Solutions-$200,767.33 We are currently renegotiating the contract terms with Willdan, including the total contract value and the NYCA payment schedule. We received confirmation regarding the NYCA portion that 75% of the total contract value will be paid upfront, so we will be invoicing them accordingly. The invoices already sent are currently awaiting payment. We expect to receive payments for the remaining Willdan monthly invoice and the NYCA invoice this week. If not, we will follow up.
Bomee (CEO / Coder) — 2026-03-16 17:28 the total contract value Nope - we are not negotiating contract value, just the payment timing. 75% of the total contract value will be paid upfront That's not accurate. We're billing by milestone once the amendment is signed.
Last, @Sara (Bookkeeper) please separate out ConEd from NYCA for Willdan.
AR Aging Summary — 2026-03-09 #
Source: #sales-general (the "Rory's Request..." H2 body)
Sara (Bookkeeper) — 2026-03-09 10:04 AR Update- This week
Community Preservation Corporation (CPC)-$ 25,000.00 This invoice was automatically generated under our ongoing contract with CPC and is currently past due. Jon followed up with the client, and we needed to resend the invoice so they could process it. We should be expecting a payment soon.
NYSERDA - 249047-$50,000.00 This invoice is created quarterly as per our agreement with NYSERDA. It has been sent to the client and uploaded to the NYSERDA invoice platform today. We are currently awaiting payment.
Tower Road Construction LLC-$10,887.50 This invoice was automatically generated under our ongoing contract with Tower Road. There was an issue with the automatic sending of the invoice, which we are currently investigating. Additionally, we experienced issues accessing Vendor's Cafe (the invoice portal), which we are also working to resolve. A client follow-up is scheduled for this week.
Willdan Energy Solutions-$284,100.66 We are currently renegotiating the contract terms with Willdan, including the total contract value and the NYCA payment schedule.
Payments for the first two NYCA invoices have been received. Erika and Jon have been following up regarding the ongoing monthly invoices, and we expect to see the regular Willdan invoice either this week or next. Once processed, it typically takes about two weeks for the payment to reach our bank.
We are still waiting to hear back from the client on how to proceed in light of the upcoming changes.
Sara (Bookkeeper) — 2026-03-09 10:50 @Jon (Customer Success Lead), could you follow up with CPC on the status of the $25,000 invoice, and also check with Willdan regarding invoice #1382? Michelle mentioned on the 24th that it was being processed and should be paid within a week, but we still haven't received it.
Jon (Customer Success Lead) — 2026-03-11 12:55 Thanks @Sara (Bookkeeper) ok I have emailed both Ana (CPC) and Michele.
Jon (Customer Success Lead) — 2026-03-11 16:34 @Sara (Bookkeeper) from CPC: "The payment went out today: Fed Ref No 20260311I1B7031R014860"
Sara (Bookkeeper) — 2026-03-11 16:35 Thank you for the follow-ups
Jon (Customer Success Lead) — 2026-03-11 16:36 Of course - ask anytime! Sorry it took me a couple days to see. I see Michele responded as well - you're on that chain.