The Nitty Gritty of How it Works
What You Do to Set Up Your Account
Send us your information:
Legal business name, address & Taxpayer ID
Logo (if applicable)
License Number (if applicable)
Setup access, or authorization to obtain access, to the information only, from Payable’s, credit cards, bank accounts, or anywhere you make payments from that might include job related expenses.
Payroll information (depending on system used)
Vendors/Contractors Information (if already determined)
Send us job/client information:
Send digital plans/blueprints, spec sheets, etc.
Key contacts, to follow-up if additional information is required
Bid Sheet (or bid information)
Lenders, Investors, or others, with a vested interest in the project
A signed agreement with us, outlining the terms of our agreement
Any existing contracts or written agreements pertaining to the job.
Your insurance carrier contact information
What We Do
We pay for and maintain 100% paperless accounting, which will be transmitted electronically. We maintain & upgrade all accounting software, server, and provide customized reports as needed, as well as remote server access when needed. We maintain Dropbox for our clients as well as online docusign services for bids, contracts, & lien releases. These are included with our services.
We submit a formal bid to the client, if one has not already been established.
Once the bid is accepted by the client and signed, we establish a contract between you and your client, and architect when applicable, or review requested contracts, and arrange for liens when required by state law.
We setup organized central shared files on Dropbox, for all applicable parties to access information relevant to plans, sub/contractors, bids, contracts, change orders, contingency request, receipts & timesheets, costing, billing & correspondence. A formal budget and continuation sheet is created, along with a rough preliminary schedule of completion (when requested). Arrangements are made for permits as needed, specific to job circumstances.
Once Contractors bid pool has been established, we submit a bid packet for required information necessary from the sub/contractor to be eligible to bid on the project and required for the contract & liability insurance and bonding companies to be eligible for complete coverage. (many people do not realize they are not covered at all without the appropriate documents in place)
Once proposed Contractor’s information is received, we screen and acquire insurance docs & license status, and notify sender of deficiencies, or green light them as approved contractors when complete. Once bids are received, if contractor’s status is in good standing and all requirements are complete, we review bid for accuracy and completeness and review requested payment schedules for each contract and make adjustments as needed to comply with law, and to protect our client from over-extending funds.
Once supervisor/Foreman/Client determine which contractor they wish to accept, we establish a contract between client & individual contractors/vendors, that details all specifics including payment schedules with timelines and percentages of completion required, (landmarks) for approval by all parties. Once approvals (controlled estimates are signed, supervisor/foreman/client gets greenlight to proceed, draws are requested per contract.
The Supervisor/Foreman shall notify the client and all relevant parties as soon as he/she recognizes changes will be required, and interact with engineers, architects and city planners, as well as be responsible for successful passing of all inspections. Once adequate information is received by the accounting office, transmittals, submittals, change orders, and/or controlled estimates, contingencies and/or contracts (when needed) are generated and submitted for written approval and added to the budget prior to completing the work.
The accounting office collects information from all sources as it applies to job costs, electronically, via email, fax, and text, and files all receipts and relevant information to account for all expenditures. The accounting office maintains contractor’s insurance, license (when applicable) and tax documents for audit purposes by various agencies in the formats required for those individual agencies. The accounting office also maintains timesheet information to record activities and processes them by workers on the jobs, to be included in all costing reports, and to forward with billing when applicable.
The accounting office transmits electronically all billing, budgets, continuation sheets, backup-reports & copies of receipts and corresponding information, along with applications for payment, and disbursement reports for payment based upon a regular billing schedule (we recommend every two weeks), and corresponding lien releases, to client/s, lender, investors, or insurance company for processing.
The accounting department works closely with supervisors and their client, to assure payments are being properly disbursed and percentage of completion has been adequately performed for draws requested, throughout the process, until all punch list items are released and retention is disbursed.
The accounting office forwards final releases upon completion of project and maintains copies of all records for three years following job completion.