— WHAT WE HANDLE
SIX WAYS WE RUNYOUR BACK OFFICE.
Pick one service or hand us the whole office. Every piece is built for construction companies that run lean and move fast.
SERVICE 01
BILLING & COLLECTIONS
Every job invoiced. Every dollar tracked.
Most contractors leave money on the table — not because they didn't do the work, but because the paperwork didn't keep up. We set up every job from the contract and track every invoice until the money is in.
WHAT WE HANDLE
- Job setup from signed contract or purchase order
- Progress billing and final invoices sent on your schedule
- Change order write-up and tracking
- Lien waiver preparation (conditional and unconditional)
- Accounts receivable tracking — we follow up so you don't have to
- Payment application (AIA G702/G703 format when required)
WHY IT MATTERS
A missed invoice or a late lien waiver can hold up your next check for weeks. We make sure nothing slips through.
SERVICE 02
COMPLIANCE & DOCUMENTS
Licenses current. COIs on file. Nothing lapsed.
One expired license or a missing certificate of insurance can stop a job before it starts. We track every expiration date and send reminders before anything lapses — so you never get that call from the GC.
WHAT WE HANDLE
- Contractor license tracking and renewal reminders
- Certificate of insurance (COI) collection and filing
- Subcontractor COI and W-9 collection
- Business registration and annual filing reminders
- Prequalification document preparation
- Contract review checklist (not legal advice — we flag what to ask your attorney)
WHY IT MATTERS
GCs pull COIs before they cut checks. We make sure yours — and your subs' — are always on file and current.
SERVICE 03
FIELD FORMS
Daily reports done. Safety forms filed. No chasing.
Field paperwork is the first thing to fall behind when the crew is busy. We build your forms, collect them from the field by text or email, and file them by job — automatically.
WHAT WE HANDLE
- Daily field report templates built for your jobs
- Job safety analysis (JSA) and toolbox talk forms
- Incident and near-miss report filing
- Equipment inspection logs
- Visitor and delivery sign-in logs
- All forms filed by job in your shared folder — ready when the GC asks
WHY IT MATTERS
When OSHA shows up or a GC asks for a daily report from three weeks ago, you need it in 10 minutes. We make sure it's there.
SERVICE 04
PAYROLL
Hours in. Payroll out. On time, every time.
We collect hours from the field, send them to you for approval, and enter the approved hours into QuickBooks Payroll. Your crew gets paid on time and your records stay clean.
WHAT WE HANDLE
- Weekly timesheet collection from field crew
- Hours submitted to owner for approval before processing
- Approved hours entered into QuickBooks Payroll
- Certified payroll reports (Davis-Bacon / prevailing wage jobs)
- Payroll record filing by pay period
- New employee setup in payroll system
WHY IT MATTERS
Late payroll costs you crew. Wrong payroll costs you more. We make sure the numbers are right before anything goes out.
SERVICE 05
HR PAPERWORK
New hire packets ready. Personnel files clean.
Hiring and firing paperwork is easy to skip when you're busy — until it isn't. We handle new hire onboarding documents, keep personnel files current, and run a checklist when someone leaves.
WHAT WE HANDLE
- New hire packet preparation (I-9, W-4, direct deposit, handbook acknowledgment)
- Personnel file setup and maintenance
- Employee separation checklist and final paperwork
- Subcontractor vs. employee classification checklist
- 1099 tracking for subcontractors
- Basic HR calendar — reviews, certifications, license renewals
WHY IT MATTERS
A missing I-9 or a misclassified sub can turn into a serious problem. We make sure the file is right from day one.
SERVICE 06
OFFICE STARTUP
Set up right, once. No more cleaning up messes.
New company or a messy office that's been running on sticky notes and text messages? We come in, build your systems from scratch, and hand you an office that actually works — then show you how to use it.
WHAT WE HANDLE
- 3-folder system setup (Active Jobs, Billing, Compliance)
- Billing email and shared inbox setup
- Open job load — every current job entered and organized
- QuickBooks chart of accounts review and cleanup
- Document templates built for your company (invoices, change orders, lien waivers)
- Walkthrough call — we show you how everything works
WHY IT MATTERS
Most small contractors have never had a real office system. Office Startup gives you one in a week — not a year.
— READY TO GET STARTED?
NOT SURE WHICHSERVICE YOU NEED?
Tell us how your office runs today. We'll show you what to fix first — no pressure, no pitch.