OUTSOURCED BILLING AND PAY APPLICATIONS FOR SUBCONTRACTORS.
SPM builds the schedule of values and each pay application for commercial subcontractors and self-performing GCs doing $1M to $12M. The application is drafted in your inbox from your job cost record, on the G702 and G703 layout when the contract requires it. It is a draft and is not notarized. You settle percent complete with the general contractor. Once it is agreed, your owner or authorized signer signs it, and SPM sends it in officially. Creating the schedule of values and each pay application is $50 per pay application with two revisions included. It is offered only to clients on the CFO and bookkeeping engagement and is not sold on its own, and regular invoicing is part of the monthly engagement. SPM is not a CPA firm and does no payroll.
Most subcontractors build their own pay applications on the last night of the month, from memory, between other jobs. A late submission waits a full cycle for the next pay window, and an incomplete one comes back and waits again. Each of those costs 30 days of cash you already earned. Handing the building of the application to someone whose only job is the billing calendar removes both. The general contractor's terms do not change, and the same customer that paid in 85 days starts paying in 45.
WHAT IT MEANS.
Outsourced pay application work is when an outside team builds the schedule of values and drafts each month's pay application from the job cost record, so the owner reviews it, agrees percent complete with the general contractor, signs it and has it sent in officially.
A pay application is a document, and it is also a date. The document has to match the approved schedule of values and carry the right change orders. The date is set by the general contractor's cut-off, and it is usually earlier than the owner thinks.
The work sits between the field and the accounting. Percent complete lives with the project manager, cost lives in the books and the contract lives in a drawer. Somebody has to bring the three together every month, and when nobody owns that job the billing runs on whoever has time.
THE THREE WAYS A PAY APP COSTS YOU A MONTH.
It goes out after the cut-off
Most general contractors process on a fixed calendar. An application sent two days after the window closes waits for the next one, so the cash you earned in June is paid in August. The general contractor did nothing wrong and you funded the delay from your own account.
It goes out incomplete
A missing lien waiver, certified payroll that was never attached or a change order that was performed and never signed sends the whole application back. It is rejected instead of partly paid, so one missing page costs the full 30 days.
Nobody watches it after it goes out
An application that was received and never questioned gets paid when someone gets to it. The call in week two is the one that moves it, and it rarely gets made when the same person is also running crews.
A BILLING CALENDAR SOMEONE OWNS.
Each contract gets a schedule of values that matches the approved one and lines up with the job cost structure in the books. That match is what lets billed to date be compared with cost to date on every line.
The draft is built from the job cost record and the percent complete you and your project manager settle on, with change orders and stored materials set up the way that contract allows. It uses the G702 and G703 layout when your contract requires it and a similar standard page when it does not. It goes to you as an unnotarized draft, and two revisions are included.
You settle percent complete with the general contractor, because that is a conversation between you and them. Notarizing has to go through the authorized person in your business, so once the draft is agreed your owner or authorized signer signs it. SPM then sends it in officially. Any lien waivers or certified payroll you give us are attached, so approval is simple in the software and in the emailed copy.
THE OUTPUTS, NAMED.
FLAT MONTHLY FEE. NO SURPRISES.
Three tiers, priced by your trailing twelve month revenue. Which one you're in depends on how much of the work you want off your desk. No hourly billing. No payroll. No add-ons.
| Last 12 months revenue | Monthly fee |
|---|---|
| Up to $1M | $1,900 to $2,900 |
| $1M to $3.5M | $2,600 to $3,900 |
| $3.5M to $6.5M | $3,800 to $5,700 |
| $6.5M to $9.5M | $5,100 to $7,100 |
| $9.5M to $12.5M | $6,100 to $8,500 |
| $12.5M to $15.5M | $7,400 to $11,000 |
| $15.5M to $18.5M | $9,400 to $13,500 |
| $18.5M+ | Quoted individually |
Range reflects the three tiers below. Which one you're in depends on how much of the work you want off your desk. No payroll. No hidden line items.
You stop guessing.
You get the CFO work. Job costing built against the way you estimate, a 13 week cash forecast, monthly WIP, and a meeting every month that ends in decisions and never in a report.
Your bookkeeper still does the books.
You stop touching the books.
Everything in Core, and we run the bookkeeping and the controllership as well. Your office stops answering coding questions and stops chasing a reconciliation on the last day of the month.
We do the books. No payroll.
Every job shows its margin while it's still running.
Everything in Executive, plus the job costing and WIP platform set up, loaded with your cost codes, and managed for you every month. You never have to learn it.
We do the books, the job costing, and the software. No payroll.
FREQUENTLY ASKED.
