For general contractors, subcontractors and remodelers
Pay apps, lien waivers and job costs without the spreadsheet chase
Pay app week shouldn't mean retyping SOV lines, digging through inboxes for waivers, and remapping cost codes after every sync. We connect Procore, Buildertrend, QuickBooks or Sage so the numbers move once and a PM or controller checks them before anything reaches an owner or a sub. You keep the software you already paid for.
Example workflow · Sheet CN-01
Sound familiar?
Where pay app week goes sideways.
Most contractor back offices push the same numbers through four or five systems by hand.
- Sub pay apps arrive as PDFs that never quite match the schedule of values.
- The check is ready, but the conditional waiver is missing or on the wrong form.
- Job cost in QuickBooks disagrees with Procore because the cost codes don't line up.
- A change order gets approved on the tailgate and never reaches the budget or the next billing.
What we build
Before and after, from the first bid to the final waiver.
Your PMs and controller still approve every dollar. What changes is the copying, the chasing and the month-end rebuild.
| Job | Today | After |
|---|---|---|
| Sub pay apps | Emailed PDFs retyped into an Excel SOV | Requests go out with SOV lines filled in, and anything billed ahead of schedule is flagged for the PM |
| Lien waivers | A spreadsheet plus an inbox search before every draw | One waiver log per job, on your forms, with reminders until each one comes back signed |
| COIs | An expired certificate found when an auditor asks | Expiration dates tracked per sub, and a renewal request sent a month before coverage lapses |
| Job costing | Cost codes remapped by hand after each sync | A one-way sync with a cost-code mapping table and a weekly list of exceptions |
| Change orders and WIP | Field-approved COs billed late, over/under billing in the controller's workbook | An approved CO updates the budget and the next pay app draft, and WIP shows on a nightly dashboard |
| Subcontractor portal | Subs email pay apps, waivers and COIs to three different people | One portal where each sub uploads documents and sees payment status, built in stages alongside Procore or Buildertrend |
Typical prices for contractors
Know the number before we start.
These are our published ranges. The audit fee is credited toward the project.
We follow one job through pay apps, waivers, COIs and change orders, then price what to fix first.
One workflow, like COI renewal requests or waiver reminders tied to each payment.
Procore or Buildertrend to QuickBooks or Sage, with cost codes mapped and tested on a live job.
A place for subs to send pay apps, waivers and COIs, tied to your PM tool.
Construction FAQ
What contractors want to know first.
Does Procore integrate with QuickBooks?
Yes, through Procore's own accounting connectors or its developer API. The sync itself usually runs; the trouble is that cost codes, vendors and commitments don't match between the two systems.
We build that mapping first, test it on one live job, and set it up so a named person on your team gets an alert when a record fails to post.
Can you connect Buildertrend to QuickBooks?
Yes, with limits we explain up front. Buildertrend has its own QuickBooks sync, and outside access to its data is narrower than Procore's, so we work from that sync and its exports and reports.
We aren't a Buildertrend partner. The audit tells you which steps can update on their own and which still need someone in the office.
Will pay apps or lien waivers go out without anyone checking?
No. Every workflow stops for your PM or controller to approve amounts before a pay app goes to an owner or a waiver request goes to a sub.
Georgia lien waivers are statutory forms, so we use the ones you and your attorney already use. We automate sending, collecting and filing them. We don't write waiver language, set retainage or decide when a payment is due; your contracts and your attorney do.
We bill on G702/G703. Can you work with that?
Yes. We draft G702/G703-style pay apps from percent complete in your PM tool, with change orders on their own lines, and your PM reviews the draft before it goes out.
We don't supply AIA documents. If you license them, we fill your AIA billing from the same data.
How much does construction automation cost?
$500–$2,500 for an audit is where most contractors start, and the fee is credited toward the project. A single fix like COI renewal requests is $750–$1,500. A Procore or Buildertrend sync to QuickBooks or Sage runs $2,500–$7,500.
Bigger work gets a written price too. A subcontractor portal, or replacing the Access or Excel job system the whole office leans on, is delivered in gated stages, and you sign off on each one before the next starts.
A note from Dean
I built an organization-wide project-management platform in house for a large employer, so it no longer pays for a costly per-seat tool. Budgets, approvals and sign-offs spread across hundreds of people are the same knot your office untangles on every job. If you're in Middle Georgia I'll come to the job trailer, and either way you'll get a straight answer on whether a fix is worth paying for.
Dean Whitten
Start here
Tell us what held up your last pay app.
You'll hear back within two business days with a useful next step, even if that step is a setting you haven't turned on yet. Rather call or text? (478) 954-7760