How It Works
Set It Up Once. Then Forget It.
One working session at your office, and after that the invoices come to us, the filings happen on a schedule, and you get paid.
The short version
Three steps
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Your invoices come to us
We set up a dedicated invoice address in your company's name and ask your suppliers to copy it. Nothing changes about how you buy material.
Most Arkansas suppliers already know us and have done this for other contractors, so the request is routine.
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We do the filing
We sort the qualifying purchases, prepare the claims, file them, and handle anything the state comes back with.
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You get paid
Most clients file every 90 days. We are paid a percentage of what is actually recovered — never up front.
In detail
What actually happens
1. A short call, no cost
We ask what trade you are in, which suppliers you buy from, and roughly how much material you purchase in a month. That is usually enough to tell you whether this is worth doing at all. If it is not, we say so and you have lost ten minutes.
2. You sign two documents
An engagement letter, which sets out the fee and what we do, and an authorization that lets us contact your suppliers on your behalf. That authorization is what makes the rest of this hands off — it means you are not the one calling four supply houses to explain the arrangement.
3. The one session that takes your time
Arkansas lets us claim back twelve months. So we come to your office and work through the last year of invoices with you or whoever handles your payables.
Be straight with yourself about this part: it takes a few hours, and it is the only real time commitment in the whole relationship. It is also where the biggest check comes from, because it covers a full year of purchases that nobody has claimed.
The QuickBooks shortcut. If you run QuickBooks Online, you can add us as a payables-only user and we pull that twelve-month history ourselves instead. It cuts the session down considerably. We see the bills you pay — not your receivables, not your margins, not what you charge.
4. The invoice address goes live
We set up a dedicated address for your company inside our system. Your suppliers send invoices to it alongside whatever they already send you. From this point on, the collection of qualifying invoices is our problem, not yours.
5. We file on a schedule
We review what has come in, prepare the claims, and file. Most clients are on a 90-day cycle. High-volume accounts file monthly. Smaller ones may be every six or twelve months — we set the rhythm to your purchasing, not the other way around.
6. You get paid. Repeat.
Once the recovery lands you get paid, and we invoice our percentage after that. Then the next cycle starts, because you are still buying material.
Total ongoing effort on your end: answering the occasional question about a specific purchase. That is the entire ask after week one.
Why it is worth paying somebody
The filing is the hard part
Knowing the rebate exists is easy. Getting a claim accepted is not, and that gap is the entire reason this money goes unclaimed across the state.
Every claim ties back to a specific invoice, and the state checks the details. Two things cause rejections constantly:
- Wrong sales tax rate on the invoice. Suppliers routinely code a delivery address as inside city limits when it is not, or the reverse. The rate comes out wrong, and the claim gets kicked.
- Business name mismatch. If the name on the invoice is not exactly the registered business name, it comes back. Abbreviations, a missing LLC, a dba — all enough to stop it.
A rejection is not a phone call explaining what to fix. It comes back, and it is on whoever filed it to work out why, correct it, and resubmit. Multiply that across a year of purchases from several suppliers and you can see why most companies start this once and quietly stop.
Every one of those rejections is ours. You will not hear about a mismatched business name or a bad tax rate — we chase it down, fix it, and refile.
Timing
How long until I see money?
The eligibility answer is fast — usually a few business days after we have seen a sample of your invoices. The first filing follows the twelve-month review.
After that, the cadence is what matters more than the first date: most clients see a filing every 90 days, so the money arrives on a rhythm rather than as a one-time event.
We will not quote you a recovery amount before we have looked at real invoices. Once we have, you get a real number.
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