Billing & Accounting

Accurate, Organized Back-Office Services Built for Transportation Operators

Our Approach

Revenue leaks quietly- through unbilled extras, unresolved disputes, and invoices that sit unanswered for weeks. For most ground transportation operators, billing is the function that gets squeezed between dispatch and reservations, never quite getting the attention it deserves. GroundOps billing coordinators handle your full accounts receivable and payable cycle, working inside your systems with the precision your books require.

Invoice Generation & Management

Every completed trip should produce a clean, accurate invoice- without delay. Our team generates and sends invoices based on your rate cards, trip data, and client agreements, keeping your billing cycle tight and your receivables current.

Invoice management includes:

  • Trip-based invoice creation from SantaCruz or your preferred platform

  • Corporate account and affiliate billing

  • Rate verification against agreed pricing before invoicing

  • Invoice delivery via email, client portal, or preferred format

  • Tracking open invoices and aging accounts

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Person reviewing overdue payment documents, holding a phone displaying a payment overdue notice, with a laptop and clipboard also showing overdue notices on a wooden desk.
Scene of a business office with a wooden desk, a laptop displaying an invoice, a calculator, a cup, a potted plant, and printed invoices being reviewed and marked.

Payment Follow-Up & Collections

Chasing payments takes time your team doesn't have. Our coordinators handle structured follow-up on outstanding balances-professionally and persistently- so your cash flow stays healthy without your operations team getting pulled in.

Payment follow-up includes:

  • Scheduled reminders for overdue invoices

  • Direct communication with accounts payable contacts

  • Escalation workflow for long-outstanding balances

  • Payment confirmation and record updates

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Dispute Resolution

Billing disputes happen- wrong rates, missing extras, mismatched trip records. Our team investigates each dispute thoroughly, cross-referencing trip logs, driver notes, and original bookings to reach a fair, fast resolution.

Dispute handling covers:

  • Client-reported discrepancies and chargebacks

  • Driver and affiliate billing disputes

  • Rate corrections and credit memo processing

  • Documentation of resolutions for your records

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Businesspeople reviewing a month-end report with charts and financial data at an office desk.
Two men on phones in an office, one with a list of disputes on a laptop, the other with documents and a computer, engaged in a serious conversation.

Month-End Reporting & Settlements

At the close of every billing cycle, you need a clear picture of where you stand. GroundOps produces structured month-end reports covering revenue collected, outstanding balances, dispute summaries, and affiliate settlements-giving your leadership team the numbers they need without having to chase them down.

Month-end deliverables include:

  • Accounts receivable and aging summary

  • Affiliate and partner settlement reconciliation

  • Billing dispute log with resolution status

  • Revenue breakdown by account or trip category

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