For construction and trades
Jobs billed by milestone. Subs paid on Friday
Hollis Construction runs three jobs with three subcontractors, a site manager, an office manager and an accountant.
Every job billed, every sub paid on Friday
A milestone becomes an invoice under its job, the week's subs go out in one batch, and the margin per job reads from the rows.
Invoices and quotes in depth →The Whitaker family paid its deposit and the rough-in, Harbor Lofts owes the framing milestone, Nadia Okafor is twelve days late. Who owes what, and under which job does each invoice sit?
Vega ElectricHarbor Lofts, rough-in · Chase · Operating6,800 USD✓ Dana ○ Leah
SignAmendReject
Each Friday the batch is over the threshold and waits for a second signature.
JobInOutNetMargin
Willow Street · kitchen and bath14,60023%
Harbor Lofts · unit 4 fit-out18,30023%
Oakridge · deck and pergola5,10021%
A job is a project: its milestones, its subcontractors' payouts and its materials sit under it, so the margin per job reads straight from its rows.
Suppliers, site cards, paper and the month
Supplier bills queued by job, a site card whose charges land under it, permits on one shelf.
Payments and batches in depth →Cascade Lumber sent the framing package, ABC Supply the drywall, the dumpster company is overdue. What is due, what is late, and which job carries each of the bills?
Office and permits
•••• 4428
FrozenOrlaVirtual
4512 •••• •••• 4410
Site suppliesMarco ReyesExpires09/29
Virtual cards from one prepaid balance, Visa or Mastercard picked when the card is issued; the balance is topped up in USDT or USDC, and there is no card or bank transfer into it.
ArrivesRead asFiled under
Filed by a schema you set in words, with versions and access.
Ready to close · 4 of 6
- ✓Every row has a categorydone
- ✓Every category and account has a codedone
- ✓No payment waits for a quorumdone
- ○Every expense has a receiptwon't block closing4 expenses without a receipt
- ✓Bills of the month are paiddone
- ○Invoices of the month are paid1 invoice unpaid · Oakridge
A closing checklist with a door into each list: rows without a category, rows without an account code, rows without paper, payments without a quorum, and every invoice still unpaid at the close.
The assistant
Ask it what the site still owes you receipts for
Materials bought on site, subcontractors paid weekly: the composer offers to ask the foreman for the paper.
The assistant in full →- Reading card spend on the Willow job
- Reading the receipts filed
Five expenses, 2,340 in all, four of them Marco's. The oldest is from the 2nd.
Marco, four receipts from Willow are missing: the 2nd, 5th, 9th and 11th. A photo is enough.
What it takes on
- Receipts from the team
- Who is missing which receipt, and one Ask for receipts that sends each person their own list, with reminders on the third and the seventh morning.
- The week's payments
- The signing queue, the calendar and the forecast as one order: which of the nine fit this week and which two are marked move, with the day money is next expected.
- What changed after handover
- How many rows were added, edited and removed in a month the accountant already has, and what the additions and removals do to the total.
Connections
Bank feed, mailed bills, truck receipts
The bank by feed, supplier bills by mail to the space's own address, and a receipt photographed from the truck.
- Plaid
- Mercury
- Stripe
- QuickBooks
- Xero
- SMS
Who does what
Four people across three jobs
- Founder
- Signs the Friday batch, reads the margin per job, and sees the retainage where it sits.
- Office manager
- Sends the milestone invoices, pays the suppliers from the list, and files the permits and waivers.
- Team member
- Carries the site card, says what the fasteners were for, and never sees the bank.
- Accountant
- Gets the month with every row under its job, and reads it after the close.
Control and trust
A site card, never the bank login
- Two signatures
- The Friday batch is over the threshold, so two people sign it.
- Known payees
- A payout goes only to a subcontractor already in the book, on the rail they gave you themselves, and no other.
- A card, not the bank
- The site manager carries a card with a ceiling and never a bank login. Where sections can be hidden, a hidden one is a lock, not a missing button: every call under it is refused.
- Retainage apart
- Retainage sits on its own account beside the operating one, and a release is a transfer between two accounts you own, so the balance you spend from never counts it.
Questions
The questions that come first
Can we invoice a job in stages?
Yes. Each stage is its own invoice under the job: deposit, milestones, completion. Each one is sent, reminded and matched to the payment that arrives, and the job's report reads all of them together as one job.
How are subcontractors paid?
In one batch from the operating account, under the rule you set: above the threshold the batch waits for a second signature. A subcontractor is a contact with a rail, not a seat in the book, and never a login.
Does the site manager see the bank?
No. A team member sees their own card, its ceiling and its charges, and can say what a charge was for from the phone. The bank, the batches and the reports stay with the people who sign, and with nobody else.
Where does retainage live?
On its own account, beside the operating one, so the balance you spend from never includes money that is held. A release is a transfer between your own accounts, never income and never a surprise in the balance.
See it on your own books
Thirty minutes: we connect an account, drop a real bill in, and close a month together.