Trent Cotney, Partner, Adams & Reese, LLP and FRSA General Counsel - January 2026
Effective collections are the backbone of financial stability for any roofing contractor and in Florida’s highly competitive and hurricane‑driven market, the stakes are even higher. Roofing companies often operate on thin margins and delayed or unpaid receivables can create cash flow challenges that ripple through the entire business. Implementing disciplined, legally sound
practices is essential for maintaining profitability, reducing risk and strengthening customer relationships. The following best practices reflect proven strategies tailored specifically to the Florida roofing industry.
Successful collections begin long before a project starts. Clear, detailed contract language is the single most effective tool to prevent payment disputes. Roofing contractors should ensure that every contract contains specific terms regarding payment schedules, progress billing, substantial completion and final payment deadlines. Avoid vague phrasing; precision reduces opportunities for misunderstanding.
Contracts should also address additional charges such as change orders, supplement approvals, material price increases and emergency work. When homeowners or commercial clients understand exactly how and when they must pay, the likelihood of delayed payment drops significantly.
In Florida, conditions often shift unexpectedly, especially after storms. Extra work, code upgrades and unforeseen damage may require change orders. To protect payment rights, contractors
must document every additional scope item in writing and obtain written approval before performing the work. Verbal agreements lead to disputes where written documentation protects both parties.
Communication is a central component of effective collections. Proactive updates, whether on scheduling, material delivery, inspection timelines or weather setbacks, build trust. Customers who feel informed are less likely to dispute invoices or delay payment.
Near the end of the project, give customers clear notice of upcoming billing milestones. A simple reminder that final payment will be due upon substantial completion can prevent misunderstandings and eliminate surprises.
A strong collections process relies on complete documentation. Contractors should maintain organized records, including:
■ Signed contracts and change orders
■ Photos of pre‑existing conditions and completed work
■ Daily job logs
■ Inspection reports
■ Delivery tickets and invoices
■ Email and text communication trails.
In the event of a payment dispute or lien claim, these records become critical evidence supporting the contractor’s position.
Roofing contractors sometimes hurt their own collections efforts simply by delaying invoices. Prompt invoicing signals professionalism and sets expectations. Once an invoice is sent, establish a consistent follow‑up schedule. A friendly reminder at five days past due is far more effective than waiting a month or longer.
Internal processes should assign responsibility for tracking accounts receivable and flagging overdue accounts early. The longer a receivable sits unpaid, the lower the probability of recovery.
Florida’s Construction Lien Law is one of the most powerful tools roofing contractors have to secure payment rights if used correctly. Contractors should provide all required notices, including
Notices to Owner if required and updated Notices of Commencement information when applicable. Missing a deadline or failing to follow statutory requirements can invalidate the ability to record a lien. Do not forget to include all required statutory warnings in your customer contract.
If payment is delayed, do not wait until the last minute to file. Florida law imposes specific deadlines for recording liens and filing lawsuits to enforce them. Acting promptly preserves your rights and signals seriousness to the customer.
Florida law allows contractors to suspend work in certain circumstances if payment is not made. While this step should be used cautiously, including a clear stop‑work provision in your contract provides leverage during collection efforts. Before suspending work, send written notice and attempt to resolve the issue amicably.
Often, the best time to resolve a payment dispute is before a lien is filed. A well‑crafted demand letter can prompt payment without escalating the conflict. Offering structured payment plans or partial releases may help resolve issues while maintaining customer goodwill.
Many collections problems stem from recurring mistakes. Florida roofing contractors should avoid:
■ Starting work without a signed contract
■ Allowing customers to delay deposits
■ Failing to verify property ownership
■ Relying solely on insurance proceeds for payment
■ Performing supplemental work without written approval
Each of these scenarios weakens the contractor’s ability to enforce payment.
If payment remains unresolved after reminders, demands and negotiation, escalation may be necessary. This can include filing a lien, sending the matter to a collection professional or pursuing litigation. Although contractors hope to avoid these steps, protecting the business sometimes requires decisive action.
Collections in the roofing industry require a blend of strong contracts, clear communication, timely documentation and an understanding of state lien laws. By implementing disciplined best practices, contractors can reduce disputes, accelerate payment and maintain the financial stability necessary to grow and compete in a demanding market. A proactive approach to collections is not just good business, it is a critical component of long‑term success in Florida’s dynamic roofing environment.
The information contained in this article is for general educational information only. This information does not constitute legal advice, is not intended to constitute legal advice, nor should it be relied upon as legal advice for your specific factual pattern or situation. Trent Cotney is a Partner and Construction Team Leader at the law firm of Adams & Reese, LLP and FRSA General Counsel. You can reach him at 866-303-5868 or email trent.cotney@arlaw.com.