For construction and trades
Jobs billed by milestone. Subcontractors paid on Friday. Margin per job, not per gut feeling.
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?
Dmitri VolkovPackaging system, milestone 2 · Mercury · Operating4,800 USD✓ Dana ○ Ray
SignAmendReject
Up to 200 payouts per batch: CSV preview, duplicate warning, autosave, and a template for the next one.
JobInOutNetMargin
Marlow kitchen · job 418,60023%
Hollis roof · job 396,40028%
Site fence · job 4290013%
A job is a project: its milestones, its subcontractors' payouts and its materials sit under it, and its margin reads on its own.
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?
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VISAVirtual Visa cards from one prepaid balance, topped up from the operating account when it runs low.
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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 closing2 expenses without a receipt
- ✓Bills of the month are paiddone
- ○Invoices of the month are paid1 invoice unpaid
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 asks 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 in this chat is enough.
What it takes on
- Receipts from the team
- Who is missing which receipt, and a message to them in Telegram that you edit and then send.
- The week's payments
- Which of the nine can be paid this week and which two move to the 18th, before the account goes under.
- What changed after handover
- The rows that moved in a month the accountant already has, and by whom and when they moved.
Who does what
Four people, three jobs, one book.
- 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 as files with every row under its job, and a read-only door into the closed period.
Connections
Connected the way a contractor is already run.
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
Control and trust
What a contractor needs to trust the book.
- Two signatures
- The Friday batch is above the threshold; it waits for a second signature every single time.
- 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; a stray charge shows up on the same day it is made, not at month end.
- 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.