Receivables follow-up

Calloway Builders Group

Last read Sep 27, 2026, 11:10 PM · 512 emails, 14 job board cards

Needs AlexConfidence mediumReview Sep 30, 2026

Calloway has 12 open invoices on this case. All of it is pay-application work and almost every job has a certificate with Calloway or sits in a waiver or payment cycle. We are holding up the largest item that can be released now: on Sep 21 Dana Whitfield sent the conditional waiver for Larch Street Labs, $18,240.00 against application 5, and said payment follows its return [M431]. It was staged for notary [M436] and was not in the Sep 23 or Sep 25 notary sessions [M440], and nothing has gone back to Calloway's waiver inbox. That waiver releases 31204-Final ($18,240.00). Other money in flight: Dockside Offices 31288-Final $12,870.25 (final waiver returned Sep 24 [M441]) and 31644 $3,275.00 (interim waiver returned Sep 23 [M439]). Hollis Medical Pavilion ($84,500.00 deposit plus two smaller invoices) depends on draw 9 in the payment portal and a change order number from Marco Bell. He offered a call on Sep 22 [M433] and nothing records what came of it.

Why: Calloway pays on certificate plus waiver. Application 5 on Larch Street Labs is certified, and Dana Whitfield says payment follows the signed waiver [M431]. It has sat unsigned since Sep 21 [M436] and was left out of both notary sessions [M440]. Signing and returning it releases 31204-Final ($18,240.00) with no client action needed. No new client email fits right now: everything else is with Calloway inside 14 days (applications sent Sep 22 [M437][M438]) or blocked on items listed in the internal note.

Internal note — to Alex

Larch Street Labs waiver, $18,240.00 against application 5 [M431]. It is staged in the notary folder [M436] and was not in the Sep 23 or Sep 25 sessions. Please put it in the next session with Priya and send it back to Calloway's waiver inbox with Dana copied. This releases 31204-Final.
Marco Bell call (offered Sep 22) [M433]. Did it happen? We need the change order number for 31450 ($940.00) and 31560-Deposit ($9,450.00), and the status of draw 9, $76,050.00 net on the $84,500.00 deposit [M421]. Also check whether application 10 is loaded in the payment portal.
Fenwick Data Hall: Renee Okafor asked for revised August billing on the schedule of values by month end [M377]. Nothing on file shows it went. The September cycle is likely closing.
31502-Deposit $6,300.00: needs Priya's decision [M427].
31377-4 $0.38: write off as promised [M409].

Invoices

31204-Final	$18,240.00	176d	waiting on us	Retention release on Larch Street Labs. Application 5 went Sep 9 [M412]. Calloway's conditional waiver for $18,240.00 arrived Sep 21 [M431] and has not been signed or returned [M436][M440].
31377	$2,115.40	150d	aia certification	On revised application 3 as change order 02, sent Sep 22 [M438]. Waiting on Calloway's waiver or payment.
31450	$940.00	131d	waiting on client	Added lobby panel. It is to be billed under a change order on the Hollis Medical Pavilion contract [F-2207-c3]. Asked Marco Bell for the change order number Sep 16 [M421]. He offered a call Sep 22 [M433] and nothing records the outcome.
31502-Deposit	$6,300.00	104d	waiting on us	Aldgate Lofts. Never sent to Calloway. Asked Priya on Sep 19 whether it goes out as application 1 [M427]. No answer on file.
31377-4	$0.38	88d	unclear	Tax rounding. Alex said on Sep 9 we would write it off [M409].
31288-Final	$12,870.25	73d	payment in flight	Dockside Offices final application sent Sep 2 [M398]. Paul Strand asked Calloway accounting to pay on Sep 18 [M424]. Final waiver returned Sep 24 [M441].
31560-Deposit	$9,450.00	55d	waiting on client	Same change order number blocker as 31450 [F-2207-c3][M421].
31533-2	$5,480.60	41d	aia certification	On Fenwick Data Hall application 2 ($21,904.10), sent Sep 22 to Renee Okafor [M437].
31610-Deposit	$84,500.00	33d	aia certification	Hollis draw 9, $76,050.00 net of 10% retention, shows Pending in the payment portal since Aug 28 [M421]. Marco Bell offered a call Sep 22 [M433] and nothing records the outcome.
31533-3	$38,612.75	27d	aia certification	Fenwick Data Hall. Renee Okafor asked for revised August billing on the schedule of values by month end [M377] and nothing on file shows it was sent.
31644	$3,275.00	14d	payment in flight	Application 1 sent Sep 22 [M438]. Interim waiver returned Sep 23 [M439].
31610-2	$14,200.00	0d	aia certification	Application 10 into draw 10. Whether it was loaded in the payment portal is not confirmed.

What is holding it

on us The Larch Street Labs waiver for $18,240.00 has not been signed, notarized or returned. Calloway says payment follows its return. [M431][M436][M440]
client There is no change order number for 31450 and 31560-Deposit. Draw 9 on the Hollis deposit shows Pending in the payment portal. [M421][M433][F-2207-c3]
on us Nothing on file shows revised August billing for Fenwick Data Hall went to Renee Okafor. [M377]
on us No decision yet on whether 31502-Deposit goes out as application 1. [M427]

Last contact

Us, Sep 24: Returned the signed final waiver for Dockside Offices. [M441]

Them, Sep 22: Marco Bell offered a call on the Hollis change order and draw 9. [M433]

Payer: Dana Whitfield, Calloway's project accountant. She issues the waivers that release payment on Larch Street Labs and Dockside Offices [M431][M441]. Waivers return to Calloway's waiver inbox.

Commitments

lapsed Sep 18 · Paul Strand (Calloway): Dockside final payment to issue by Sep 25 [M424]
open Sep 21 · Us (Alex): return the executed Larch Street Labs waiver to Calloway [M436]
open Sep 22 · Marco Bell (Calloway): call to settle the Hollis change order and draw 9 [M433]

Open questions

Did the Marco Bell call take place, and what did it settle on the change order number and draw 9?
Has the Dockside final payment promised for Sep 25 arrived?
Was revised August billing for Fenwick Data Hall ever sent?
Was application 10 submitted in draw 10?
Does 31502-Deposit go out as application 1?

Trevino Design Studio

$96,410.20 · 3 past due · 118 days since invoiced

Ask internallyReview Oct 5, 2026

This demo carries the full read for three accounts: Calloway Builders Group, Marlowe & Finch Construction and Brightwater General Contractors.

Halberd Interiors

$71,930.00 · 6 past due · 402 days since invoiced

Reconcile firstReview Oct 2, 2026

This demo carries the full read for three accounts: Calloway Builders Group, Marlowe & Finch Construction and Brightwater General Contractors.

Marlowe & Finch Construction — Riverside Tower L12

Last read Sep 27, 2026, 7:42 PM · 388 emails, 9 job board cards

Trace a paymentConfidence mediumReview Oct 1, 2026

Marlowe & Finch has the $41,040.00 final check for Riverside Tower L12 moving. Hugh Lindqvist sent the final waiver on Sep 22 [M518]. We sent it back signed and notarized the same day with our courier account number [M521], and we asked on Sep 23 whether it had shipped [M523]. No reply has come since. Marlowe & Finch bills on G702/G703 applications and pays when its own client pays [M455], so the job is waiting on this one check. Our open balance on the job is $54,460.50, which leaves $13,420.50 after the check. Alex's own figure for what sits outside the certified $352,600.00 is $4,525.00 [M519], so the two need reconciling. Invoices 31548 and 31602 still need a change order through the two project managers [M497][M508].

Why: Marlowe & Finch released the $41,040.00 final check against the executed waiver [M518]. We returned the waiver with our courier account number [M521] and asked on Sep 23 about shipment [M523]. Asking for payment again would duplicate a payment already in flight. The step is to watch the courier account for an inbound shipment. If nothing has arrived by Oct 1, ask Hugh, or Sara Poole if he is out, for the check number and tracking.

Internal note — to Alex

Riverside Tower L12: the $41,040.00 final check is in flight. The waiver went back Sep 22 with our courier account number [M521]. Your Sep 23 question is unanswered [M523]. Please check the courier account for an inbound shipment. If nothing has arrived by Thu Oct 1, ask Hugh (or Sara Poole, who covered on Sep 22 [M517]) for the check number and tracking. Before applying the check, reconcile the numbers. Open balance on the six invoices is $54,460.50. After $41,040.00, $13,420.50 remains, against your $4,525.00 gap [M519]. The $8,895.50 difference has two parts: $5,910.00 left on 30977-Final because an earlier check was applied to other invoices [Q], and $2,985.50 on 31490 and 31521, which may sit inside the certified $352,600.00. Priya's card note says the total including 31602 equals $352,600.00 [F-2188-c7], and your note has 31602 outside it. Worth confirming with Priya which invoices the change orders cover. After the check lands: send a change order request or pencil draft for 31548 ($3,940.00) and 31602 ($585.00) to Irene Castellano and Mateo Ruiz with the PO number. Hugh says pencil drafts go to them [M497].

Invoices

30977-Final	$24,310.00	81d	payment in flight	Retainage of $18,400.00 is part of the $41,040.00 final check [M512][M518]. After the check $5,910.00 would remain on this invoice unless payments get re-applied. Reconcile when the check arrives.
30977-CO 1	$22,640.00	79d	payment in flight	Marlowe & Finch's July final billing covers the change order scope, and it is part of the $41,040.00 check [M471][M512]. QuickBooks sent this invoice to a misspelled address [Q][M515], and the application route made that moot.
31490	$1,120.00	66d	unclear	Added conference room items. Irene Castellano said on Jun 17 that this change order had gone to their client and was awaiting approval [M449]. Unclear whether it is inside the $352,600.00 certified total.
31521	$1,865.50	47d	unclear	Added corridor items. QuickBooks shows it was never emailed [Q]. Unclear whether a change order put it inside the certified total.
31548	$3,940.00	38d	aia certification	Elevator lobby items. Never sent [Q]. Alex places it outside the certified $352,600.00 [M519]. It needs a change order through Irene and Mateo [M497][M508].
31602	$585.00	15d	aia certification	Move-in day items. Hugh says it is not processed or approved, it needs their PO, and the pencil draft goes to Irene and Mateo [M497]. Alex places it outside the certified total [M519]. Priya's card note says it is inside the $352,600.00 [F-2188-c7]. Conflict to resolve.

What is holding it

client The $41,040.00 final check has not yet been confirmed shipped. The waiver went back Sep 22 and our Sep 23 question is unanswered. [M518][M521][M523]
on us Our open balance and the certified total do not line up. After the check, $13,420.50 remains in QuickBooks, against the $4,525.00 gap Alex calculated. The difference comes from how an earlier check was applied and from which small invoices sit inside the change orders. [Q][M519][M483]
on us 31548 and 31602 (and possibly 31490 and 31521) need a change order or pencil draft with their PO, sent to Irene Castellano and Mateo Ruiz. [M497][M508][F-2188-c4]

Last contact

Us, Sep 23: Asked whether the final check went out by courier. [M523]

Them, Sep 22: Sent the final waiver for Riverside Tower L12 and said the check of $41,040.00 is released once the executed waiver is returned by scan. [M518]

Payer: Hugh Lindqvist, regional controller at Marlowe & Finch. He issues the waivers and releases the checks for this job [M518][M455]. Sara Poole covers when he is out of office [M517]. Change orders go to Irene Castellano, the project manager [M508].

Commitments

open Sep 22 · Hugh Lindqvist (Marlowe & Finch): release the $41,040.00 final check once the executed final waiver is received [M518]
kept Jun 29 · Hugh Lindqvist (Marlowe & Finch): $48,900.00 April check available the following Monday (by Jul 6) [M455]
open Sep 22 · Us (Alex): take up the invoices outside the certified total (31548, 31602) once the check is in [M519]

Open questions

Which of 31490 and 31521 are covered by a change order and so sit inside the $352,600.00?
Is 31602 inside or outside the certified total? Priya's card note and Alex's calculation disagree [F-2188-c7][M519].
How should the $41,040.00 be split across 30977-Final and 30977-CO 1, and should the earlier check be re-applied?
Has the check shipped, and what are the check number and tracking?

Osprey Mutual

$49,120.75 · 1 past due · 24 days since invoiced

Ask internallyReview Oct 2, 2026

This demo carries the full read for three accounts: Calloway Builders Group, Marlowe & Finch Construction and Brightwater General Contractors.

Brightwater General Contractors

Last read Sep 27, 2026, 10:05 PM · 21 emails, 3 job board cards

Draft an emailConfidence mediumReview Oct 1, 2026

Brightwater owes $44,575.00 across three invoices on two fit-out jobs at Corbin Plaza. The two deposits total $43,285.00 and are 61-63 days past due. They were reissued with Brightwater's PO number [M19] and sent again to Ben Hartley on Sep 23 [M22]. Brightwater's AP contact, Carla Nunez, replied the same day that Brightwater has not been paid by the building owner [M23]. That is a pay-when-paid position. Alex drafted a reply [M24] and Priya approved it [M25], and nothing in Sent Items shows it went out. Tom suggested different wording [M26], and his version would be inaccurate because production is running [F-2310]. The step now is to send that reply, pressing the deposit terms and asking for a release date.

Why: Brightwater replied with a pay-when-paid position [M23], and we have not answered. An approved reply exists [M24][M25] and was not sent. Replying on that thread to Carla, with Ben copied, answers their point and asks for a release date. The draft leaves out the "independent of owner's payment" clause from M24 until Alex confirms the subcontract says it. It also leaves out Tom's "waiting to enter production" line [M26], which conflicts with production running [F-2310].

Checks that failed

✗ 14-DAY RULE: we last wrote to them 4 days ago ("Deposit invoices 31588-Deposit and 31589-Deposit")

Proposed email (reply on the thread)

To Cc BccPriya and Tom, always Subject

Your signature is added below this when it sends.

Send despite the failed check: 14-DAY RULE: we last wrote to them 4 days ago ("Deposit invoices 31588-Deposit and 31589-Deposit")

Internal note — to Alex

Your reply to Carla [M24] was approved by Priya [M25] and does not appear in Sent Items. The draft here is based on it. Two changes: (1) I left out the clause saying payment is independent of the owner's payment because I cannot see the subcontract text. If the subcontract does say that, add the clause back, since it answers pay-when-paid directly. (2) I did not use Tom's "waiting to enter the production queue" wording [M26]. Samples and pre-press are underway [F-2310][F-2311], so it would not be accurate. Also: the job board card shows the deposit as received although QuickBooks shows no payment [F-2309][Q]; ask ops to correct it. The quote-vs-subcontract tax split is still open with Priya [F-2309-c8].

Invoices

31588-Deposit	$19,875.00	63d	collectable now	Level 4 scope, 25% deposit on the accepted quote [Q]. Brightwater's AP says they are waiting on owner payment [M23]. Job is in pre-press, deposit field "Waiting" [F-2311]; production due Dec 15 [F-2311-c2].
31589-Deposit	$23,410.00	61d	collectable now	Level 5 scope, 25% deposit on the accepted quote [Q]. Same pay-when-paid reply [M23]. The job board deposit field reads "Received" [F-2309], and QuickBooks shows no payments [Q], so the field looks wrong.
31588-2	$1,290.00	0d	collectable now	August progress, samples line billed at 100% [M21]; due Sep 30. Risk: the design firm asked for a revised sample, now in production [F-2310], so Brightwater could question calling the samples line complete.

What is holding it

client Brightwater says it will not pay until the building owner pays it (pay-when-paid). Ben Hartley, the project manager, can release the deposits. Our deposit terms need to be put in front of him. [M23][M22]
on us Our reply to Carla was drafted and approved by Priya and never sent. [M24][M25][M26]
on us Our quote and the subcontract split the same contract total differently between work and sales tax, which leaves $1,065.00 unbilled. Priya needs to settle this before the production applications go out. [F-2309-c8]

Last contact

Us, Sep 23: Resent both deposit invoices ($43,285.00 total) and asked where they sit and what is needed to release them. [M22]

Them, Sep 23: Said Brightwater has not received payment from its client yet. [M23]

Payer: Carla Nunez (Brightwater AP), with Ben Hartley as approver. Carla answered our billing email [M23]. Ben gave the job number [M17] and can approve the release [F-2311].

Commitments

None on record.

Open questions

Does the subcontract contain a pay-when-paid clause, or does it say deposit payment is independent of the owner's payment (as M24 states)?
Has the building owner paid Brightwater anything on this project? Ben may know the status of Brightwater's own pay application.
Is the "Received" deposit field on the job board card an error? QuickBooks shows no payments.
Will Brightwater accept 31588-2 as complete while the revised sample is still in production?

Kestrel Analytics

$38,660.40 · 2 past due · 117 days since invoiced

HoldReview Oct 1, 2026

This demo carries the full read for three accounts: Calloway Builders Group, Marlowe & Finch Construction and Brightwater General Contractors.

Dunmore Office Furnishings

$33,218.90 · 4 past due · 158 days since invoiced

Needs AlexReview Oct 5, 2026

This demo carries the full read for three accounts: Calloway Builders Group, Marlowe & Finch Construction and Brightwater General Contractors.

Pemberton Realty Trust

$27,540.00 · 1 past due · 31 days since invoiced

HoldReview Oct 1, 2026

This demo carries the full read for three accounts: Calloway Builders Group, Marlowe & Finch Construction and Brightwater General Contractors.

Lantern Row Hospitality

$22,875.35 · 3 past due · 149 days since invoiced

Draft an email1 check failedReview Oct 1, 2026

This demo carries the full read for three accounts: Calloway Builders Group, Marlowe & Finch Construction and Brightwater General Contractors.

Alder & Stone Architects

$19,410.00 · 2 past due · 92 days since invoiced

HoldReview Oct 6, 2026

This demo carries the full read for three accounts: Calloway Builders Group, Marlowe & Finch Construction and Brightwater General Contractors.

Silverline Logistics

$16,230.80 · 7 past due · 64 days since invoiced

Draft an emailReview Oct 5, 2026

This demo carries the full read for three accounts: Calloway Builders Group, Marlowe & Finch Construction and Brightwater General Contractors.

Ashcombe Capital

$14,905.00 · 1 past due · 37 days since invoiced

Ask internallyReview Oct 2, 2026

This demo carries the full read for three accounts: Calloway Builders Group, Marlowe & Finch Construction and Brightwater General Contractors.

Ironbridge Construction

$12,480.65 · 2 past due · 236 days since invoiced

Ask internallyReview Oct 2, 2026

This demo carries the full read for three accounts: Calloway Builders Group, Marlowe & Finch Construction and Brightwater General Contractors.

Wexford Property Group

$11,720.00 · 2 past due · 101 days since invoiced

Draft an email1 check failedReview Oct 1, 2026

This demo carries the full read for three accounts: Calloway Builders Group, Marlowe & Finch Construction and Brightwater General Contractors.

Bellhaven Securities

$9,865.45 · 2 past due · 209 days since invoiced

Trace a paymentReview Oct 6, 2026

This demo carries the full read for three accounts: Calloway Builders Group, Marlowe & Finch Construction and Brightwater General Contractors.

Tidewater Athletic Club

$8,940.10 · 1 past due · 88 days since invoiced

Reconcile firstReview Oct 5, 2026

This demo carries the full read for three accounts: Calloway Builders Group, Marlowe & Finch Construction and Brightwater General Contractors.

Stonegate Builders

$7,615.00 · 3 past due · 121 days since invoiced

Needs AlexReview Oct 1, 2026

This demo carries the full read for three accounts: Calloway Builders Group, Marlowe & Finch Construction and Brightwater General Contractors.

Vantage Point Studios

$6,980.25 · 2 past due · 67 days since invoiced

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Mosaic Workspace

$6,420.00 · 1 past due · 86 days since invoiced

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Paragon Fit-Out

$6,105.50 · 4 past due · 233 days since invoiced

HoldReview Oct 5, 2026

This demo carries the full read for three accounts: Calloway Builders Group, Marlowe & Finch Construction and Brightwater General Contractors.

Bramble & Co.

$5,760.00 · 5 past due · 87 days since invoiced

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Redwing Events

$5,310.00 · 6 past due · 62 days since invoiced

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Fennel Kitchen Supply

$4,985.75 · 1 past due · 39 days since invoiced

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Northfield Academy

$4,620.40 · 1 past due · 28 days since invoiced

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Sable Creek Investments

$4,275.00 · 1 past due · 14 days since invoiced

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Quarry Lane Partners

$3,890.60 · 2 past due · 57 days since invoiced

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Granite Peak Advisors

$3,540.25 · 1 past due · 146 days since invoiced

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Harborview Bank

$3,312.00 · 2 past due · 119 days since invoiced

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Summit Ridge Insurance

$3,080.90 · 1 past due · 59 days since invoiced

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Clearwater Labs

$2,845.00 · 1 past due · 26 days since invoiced

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Thornbury Advisors

$2,610.30 · 1 past due · 16 days since invoiced

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Cobalt Freight

$2,430.00 · 1 past due · 98 days since invoiced

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Foxglove Media

$2,215.75 · 1 past due · 63 days since invoiced

HoldReview Oct 26, 2026

This demo carries the full read for three accounts: Calloway Builders Group, Marlowe & Finch Construction and Brightwater General Contractors.

Elmhurst Publishing

$1,980.00 · 1 past due · 3 days since invoiced

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Windmere Capital

$1,760.50 · 2 past due · 56 days since invoiced

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Larkspur Foundation

$1,575.00 · 1 past due · 87 days since invoiced

Resend the invoiceReview Oct 5, 2026

This demo carries the full read for three accounts: Calloway Builders Group, Marlowe & Finch Construction and Brightwater General Contractors.

Hawthorne Legal

$1,425.00 · 1 past due · 36 days since invoiced

Ask internallyReview Oct 7, 2026

This demo carries the full read for three accounts: Calloway Builders Group, Marlowe & Finch Construction and Brightwater General Contractors.

Kingfisher Travel

$1,280.40 · 1 past due · 55 days since invoiced

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Orchard Bay Foods

$1,150.00 · 1 past due · 22 days since invoiced

Draft an emailReview Oct 2, 2026

This demo carries the full read for three accounts: Calloway Builders Group, Marlowe & Finch Construction and Brightwater General Contractors.

Meridian Sports Club

$1,020.75 · 2 past due · 91 days since invoiced

Reconcile firstReview Oct 9, 2026

This demo carries the full read for three accounts: Calloway Builders Group, Marlowe & Finch Construction and Brightwater General Contractors.

Driftwood Hotels

$940.00 · 1 past due · 50 days since invoiced

HoldReview Oct 2, 2026

This demo carries the full read for three accounts: Calloway Builders Group, Marlowe & Finch Construction and Brightwater General Contractors.

Copperleaf Catering

$865.25 · 1 past due · 19 days since invoiced

Draft an emailReview Oct 6, 2026

This demo carries the full read for three accounts: Calloway Builders Group, Marlowe & Finch Construction and Brightwater General Contractors.

Lakeshore Physical Therapy

$780.00 · 1 past due · 58 days since invoiced

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Juniper Street Dental

$640.00 · 1 past due · 35 days since invoiced

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This demo carries the full read for three accounts: Calloway Builders Group, Marlowe & Finch Construction and Brightwater General Contractors.

Pinecrest School District

$520.00 · 2 past due · 34 days since invoiced

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