OUTSOURCED BILLING AND PAY APPLICATIONS FOR SUBCONTRACTORS.
SPM builds the schedule of values and each pay application for commercial subcontractors 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. 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. Give the application to someone whose only job is the billing calendar and both stop. The general contractor's terms do not change, and the same customer that paid in 85 days starts paying in 45.
Rather talk it through first? Book a 20 minute call. Nothing gets sold on this call.
Want Josh to build it with you? Cash Flow Intervention, $497 one time. A 90 minute session that fills in the 13 week forecast with your real numbers and makes the billing changes on the call.
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 include the right change orders. The general contractor's cut-off sets the date, and it is usually earlier than the owner thinks.
The work is between the field and the accounting. The project manager has percent complete, the books have cost and the contract is in a drawer. Somebody has to bring the three together every month. When nobody owns that job, the billing depends 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. Nothing on it gets 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 managing 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 codes in the books. That match lets you compare billed to date 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.
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. We don't bill by the hour, and we don't do payroll. The one-time onboarding fee is in the table.
Built for subs doing $1M to $12M. Above $12.5M we quote.
| Last 12 months revenue | Core | Strategic | Platinum | One-time onboarding |
|---|---|---|---|---|
| Under $1M | $1,900 | $3,100 | $3,300 | $2,500 |
| $1M to $3.5M | $2,600 | $4,100 | $5,300 | $4,500 |
| $3.5M to $6.5M | $3,800 | $5,900 | $8,300 | $6,000 |
| $6.5M to $9.5M | $5,100 | $7,600 | $11,800 | $7,500 |
| $9.5M to $12.5M | $6,100 | $8,900 | $14,900 | $9,000 |
| Above $12.5M | Quoted | Quoted | Quoted | Quoted |
The onboarding fee covers migrating your books back to the start of your last taxable year and getting you fully operational in 60 days. It's billed once, with your first invoice. It's the same for all three tiers, and it moves with your revenue band. Your first month is prorated, and your monthly engagement starts on the first of the first full month.
Just want the setup? Onboarding only is the same onboarding work with no monthly service after it, one time, at the onboarding fee plus $2,000. Start a monthly engagement later and $2,000 counts toward it. It starts at $4,500, and the price for every band is on the pricing page.
The three tier columns are the whole price. Which one fits depends on how much of the work you want off your desk. No payroll. No hidden line items. The onboarding fee is right here in the table.
- Online software only: QuickBooks, Sage, Viewpoint and similar. No VPN or hosted desktop.
- Not in any tier: payroll, pay applications, collections on receivables.
- Pricing valid through 2027.
CFO work. Your own bookkeeper keeps doing the books.
We build your plan every month. Your team does the work.
You get the CFO work: job costing built to match the way you estimate, a 13 week cash forecast, WIP every month, and a monthly meeting that ends with decisions.
Your bookkeeper still does the books.
Core, plus bookkeeping and bank reconciliations, plus job costing and WIP software set up and managed for you. Use your own online accounting software or we supply it, one price.
We build the plan, track it and adjust it every month.
We only work with trade subcontractors. We know what to look for, and we fix problems while they're still small. Everything in Core, plus the bookkeeping and bank reconciliations done for you, and the job costing and WIP software set up, loaded with your cost codes, and managed every month. Use your own online software, or move to ours and we pay for it.
Our team does the bookkeeping and the reconciliations. We don't do payroll.
Strategic, plus a controller who handles payables and receivables the way an in-house controller would. You approve every payment.
We manage the money side for you, every week.
Everything in Strategic, plus our team does the controller work. We handle your bills and receivables the way an in-house controller would: we call vendors, pay the bills and keep the accounting current. We plan the cash flow first, and you approve every payment because it is your money.
Our team does the payables and receivables. We don't do payroll, pay applications or collections.
FREQUENTLY ASKED.
