Get Paid by Christmas: Essential Year-End Tips for Contractors, Subcontractors & Suppliers

SunRay Construction Solutions helps thousands of contractors, subcontractors, and suppliers protect more than $10 billion in lien and bond rights every year, and we see the same year-end patterns over and over.

Below are the top actionable tips to make sure you get paid by Christmas, keep cash flowing, and avoid holiday delays.

Top Tips to Get Paid by Christmas

1. Review Your Open Jobs NOW

Before the holidays hit full speed, pull a list of all active and recently completed projects. Check:

• Any work completed in the last 45–90 days

• Any invoices sent but not paid

• Any change orders not yet processed

• Any jobs where you haven’t sent a Notice to Owner (NTO) or preliminary notice

The biggest year-end payment mistakes come from simply not realizing a deadline is approaching.

2. Verify You Sent Your NTOs and Preliminary Notices on Time

The single most important step to secure payment in many states (especially Florida) is sending a proper, timely Notice to Owner.

Holiday schedules can trick you:

• Thanksgiving week wipes out 3–5 business days

• Teams take leave

• December has multiple short working weeks

If you started a job in October or November, you’re likely inside your NTO deadline window right now.
Missing it could cost you your lien rights—and your payment.

SunRay can prepare and send these notices for you quickly, accurately, and with proof of delivery.

3. Check Your Lien Deadlines Before Offices Close

Some states give you 90 days from last work. Others require a notice of intent before a lien. Some require multiple steps.

Year-end warning signs:

• County recording offices close early

• Mailing delays

• Couriers run behind

• Owners disappear on vacation

If your lien deadline lands anywhere from mid-December to early January, handle it NOW. A missed deadline during the holiday rush is not forgivable.

4. Send Your “Holiday Payment Reminder” Early

Accounting departments are overloaded in November and December.

A simple, friendly reminder works wonders:

• “Before we wrap up for the year, I’m checking on the status of Invoice #…”

• “Our year-end close is approaching—can you share the payment schedule?”

Keep it polite but firm.

5. Make Sure All Change Orders Are Approved

One of the biggest reasons payments stall in December?

Unapproved change orders.

If you completed extra work but the CO isn’t signed, you risk:

• Delayed payment

• Disputes

• Missing cutoff dates for year-end checks

Push CO approvals early in December, not the week of Christmas.

6. Confirm Funding and Retainage Status

Projects slow down at year-end when:

• Lenders don’t release draws

• Owners put freezes on payments

• Retainage rules get ignored

Ask proactively:

• “Has the draw been submitted?”

• “Has the bank approved funding?”

• “When is retainage scheduled to release?”

The earlier you ask, the faster you get paid.

7. Use Demand Letters When Needed (Before Offices Shut Down)

If communication stalls, a formal demand letter—delivered before the holidays—often speeds things up.

It signals seriousness, protects your rights, and triggers action before people head out for vacation.

8. Use SunRay to Track Every Deadline During the Holiday Rush

SunRay helps you:

• Track all NTO and lien deadlines

• Send notices accurately

• Ensure delivery during tight holiday windows

• Protect your lien and bond rights automatically

• Prevent last-minute scrambling

• Avoid missed dates due to holiday closures

Our system is designed specifically to help you get paid faster, especially when deadlines are chaotic.

9. Don’t Wait Until January—Act Before Dec. 15

This is the most important tip.

After December 15:

• Offices run skeleton crews

• Mail and courier delays spike

• Everyone mentally checks out

• You lose leverage

If you want money by Christmas, everything must be in motion before mid-December.

10. Plan for 2026 With Organized Documents

Use December to clean up your compliance paperwork:

• Confirm all NTOs, notices, releases, and waivers are in order

• Close out expired liens

• Save deadlines for ongoing projects

• Update your SunRay dashboard for the new year

A little organization now means fewer surprises in January.

Ready to Get Paid by Christmas? SunRay Can Help.

SunRay ensures contractors, subcontractors, and suppliers get paid faster, especially during high-pressure periods like year-end.

Whether you need:

• A timely Florida NTO

• A lien recorded before the deadline

• A bond claim handled properly

• Holiday paperwork managed

• Compliance support for every active project

SunRay is here to protect every deadline, so you don’t leave money on the table.