Capture project facts before the receivable ages

Preliminary notice workflows fail when teams wait until a receivable is already aging before they gather the facts needed to act.

Collect the minimum at intake: project state and type, your role, customer or contracting party, owner when known, first furnishing date (mark unknowns), whether furnishing is complete, invoice date and payment terms, internal project owner. Blank beats a guessed owner field.

Separate confirmed facts from missing ones. A deadline workflow is only trustworthy when the team can see which inputs still need follow-up. Status labels that help: confirmed, missing, needs review, not applicable.

We wrote the fuller checklist here: a preliminary notice intake checklist.