Who does the invoicing, when it is not you at 9pm
Somebody has to invoice against the schedule of values, chase the draw, and reconcile the job cost. Most contractors do it themselves until the volume breaks them.
The invoice is not the hard part
Sending a bill takes minutes. What takes the hours is everything the invoice depends on: the schedule of values matching what was actually built, the change orders that were agreed verbally, the waiver the lender wants attached, and the sub invoices that have to be paid before you get paid.
When those four things are out of step, the invoice goes out late, the draw slips a month, and the gap between paying subs and getting paid becomes the problem you think about at night.
What “outsourced invoicing” actually means
It is not a bookkeeper typing into QuickBooks once a month. It is: the schedule of values kept current as the job changes, the draw package assembled before the cut-off, waivers collected from every sub before money moves, and the customer told what they are paying for before they see the number.
That is an office function, not a data-entry function. The difference shows up in how often a draw comes back rejected.
The three things that slow an invoice down
A change order nobody wrote down, so the work is done and unpriced.
A sub whose certificate of insurance lapsed, so the lender will not release the draw.
A waiver missing a signature, discovered on the day the package is due.
How we run it
Invoices go out within 48 hours of the work being complete, against a schedule of values that we keep current rather than reconstruct at month end. The draw is chased weekly, not when someone remembers. Every sub certificate is tracked with its expiry date, because they always expire mid-job.
Nothing leaves without your say-so: money and commitments stop at you by default, and we write it up so the decision is a yes or a no, not a paragraph.
How to tell this is your bottleneck
Three signals, in order of how much they cost you. One: invoices go out when you have a quiet evening, so the date depends on your week rather than the work being finished. Two: a draw has ever come back because a document was missing, and you found out from the lender rather than from us. Three: you cannot say, without opening a spreadsheet, how much is outstanding across all jobs right now.
Any one of those is normal for a contractor under about five million a year. Two of them together is where the margin quietly goes: the work was profitable, the collection was late, and the gap between the two is the size of the problem.
The fix is not speed. It is that the invoice is the last step of a chain that was already in order — the schedule of values current, the change orders priced, the waivers signed. Speed without that chain just sends the wrong number faster.
Free: the draw packet checklist — take it and use it whether or not you talk to us.
Looking for construction invoicing service? That is the decision this page answers — the documents, the dates and what it costs to stop covering it yourself.
Nothing goes out without your say-so. Money and commitments stop at you by default. We write it up, you make the call.
Questions
Is this the same as a virtual assistant?
No. A virtual assistant holds tasks. This is answerable for the job — the draw, the certificate, the follow-up. That is a different arrangement, and it is why nothing publishes without your approval.
What do you need from me to start?
The open jobs, the current receivables, and whatever certificates you already have on file. Week one is reading those.