Case Study
How a $20M mechanical contractor found $1.3M+ in hidden cash flow in 48 hours
A multi-state specialty contractor with strong revenue and a full backlog — but cash was always tighter than it should have been. Level connected to their systems and showed them exactly where the money was stuck.
$1.3M+
In recoverable cash flow identified
100+
Unsent invoices flagged for immediate action
48 hrs
From connection to full findings report
4
Systems connected (read-only)
The Challenge
$20M in revenue. Cash always tighter than expected.
AR piling up without urgency
$200K+ was sitting past 120 days, but without a clear aging report tied to follow-up actions, nobody had visibility into what was collectible vs. what needed escalation.
Jobs completing without invoices
Completed work with logged labor hours but no invoice generated. Not intentional — just gaps in the handoff between field operations and the back office.
Quotes going cold
20% of sent quotes had no follow-up activity. No reminders, no second touch, no systematic process. Pipeline was leaking quietly.
Service agreements expiring silently
Millions in recurring revenue with no renewal tracking. Agreements were lapsing because nobody had a report showing what was expiring in the next 90 days.
What We Did
Connected, scanned, validated, delivered
Four systems connected in under an hour. Full findings report delivered in 48 hours. No new software to learn.
Connected to four systems in under an hour
Read-only connections to their field service platform, QuickBooks, service agreement system, and estimating tool. No IT department needed, no credentials shared — just standard API integrations.
AI scanned for anomalies across the operation
Automated analysis flagged AR aging gaps, completed jobs without invoices, quotes with no follow-up activity, and service agreements approaching expiration with no renewal outreach scheduled.
Team validated and categorized every finding
Our controllers reviewed each flag, confirmed the numbers against source records, and categorized findings by recoverability — immediate action, 30-day recovery, and longer-term process fixes.
Delivered a prioritized action plan
Within 48 hours: a ranked list of recovery actions with dollar values attached. The team started sending unsent invoices the same week.
Results
What we found
$1.3M+
in recoverable cash flow mapped across AR, unbilled work, and quote leakage
Broken into three categories: $600K+ in aging AR that needed structured follow-up, $400K+ in hidden revenue from unbilled jobs and abandoned quotes, and $300K+ in margin blind spots from jobs with no cost tracking.
100+
unsent invoices sent within the first week
Draft invoices sitting in the system, completed jobs with no billing action taken. Our team flagged every one; the office sent them within days.
$200K+
in aging AR put on a structured follow-up cadence
Invoices past 120 days were prioritized by collectibility. Automated aging triggers now escalate follow-ups at 30, 60, and 90 days.
15+
service agreements flagged for proactive renewal outreach
Agreements expiring within 90 days with no renewal activity. The SA renewal pipeline now runs monthly with automated 90/60/30 day reminders.
We knew cash was tight but assumed it was just the nature of the business. Turns out we had over a million dollars sitting in our own system — invoices nobody sent, quotes nobody followed up on, agreements about to lapse. It wasn’t a revenue problem. It was a visibility problem.
Operations Director
$20M Specialty Mechanical Contractor
What the Data Showed
Three patterns behind the $1.3M
Certain project types had the lowest margins but highest volume
The team was winning work that diluted overall profitability. High-volume, lower-margin project types were consuming disproportionate overhead and crew time. Once margins were visible at the job type level, the team started being more selective about which work to pursue and renegotiated scope on their largest but thinnest account.
The SA book had significant revenue at risk with no outreach
15+ service agreements were expiring within 90 days with no renewal outreach scheduled. These weren’t small contracts. The recurring revenue at risk was substantial enough that losing even a few would have a material impact on annual cash flow. A monthly renewal pipeline with 90/60/30-day reminders now ensures nothing lapses without a conversation.
Quote follow-up had no systematic process
20% of sent quotes had zero follow-up activity — no call, no email, no second touch. At an average quote value in the thousands, the 20% that went cold represented $400K+ in potential pipeline. Even converting 10% of those forgotten quotes would recover significant revenue with no new marketing spend.
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