✦ Procore ✦ Buildertrend ✦ Foundation ✦ Sage 100 Contractor ✦ QuickBooks ✦ Viewpoint
Construction Accounting Services Built for US Contractors, Developers & Subcontractors
Job costs running over? WIP schedule late? Retainage piling up? We track every dollar — from bid to project close.
✦ Dedicated construction accountant assigned within 48 hours. Job costing set up in Week 1 ✦
Trusted by 200+ Businesses Across Multiple Industries Worldwide
Certified Accounting Partners
CONTRACTOR TYPE
What Type of Construction Business Are You?
Your contractor type defines your entire financial operation. Find yours below.
General Contractor
Managing subs, progress billing, retainage, and WIP across concurrent projects
Subcontractor / Trade Contractor
Draw schedules, certified payroll, lien rights, and chasing retainage release
Real Estate Developer
Land acquisition, construction draws, carrying costs, and project-level P&L
Residential Contractor
Per-home job costing, spec home financing, buyer deposits, warranty costs
Commercial Contractor
Large-scale billing, bonding requirements, multi-phase cost control
PROJECT FINANCIAL LIFECYCLE
Where Construction Money Gets Lost — And How We Prevent It
Every project has four financial stages. Each one is where money leaks — if nobody is watching.
01
Pre-Construction
Estimating accuracy · Bid-to-budget alignment · Job setup in accounting software
Poor cost code structure from day one — errors that follow the project all the way to close
02
Contract Award
Contract value recording · Retainage terms setup · Schedule of values creation
Retainage terms missed or misrecorded — money left on the table before work even begins
03
Active Construction
Job cost tracking · Change orders · Progress billing · Draw requests · Sub payments
Overbilling, underbilling, untracked change orders — the stage where most projects bleed cash
04
Project Close
What Happens Financially: Final billing · Retainage collection · Punch list costs · Final job cost report
Retainage terms missed or misrecorded — money left on the table before work even begins
CONSTRUCTION PAIN POINTS
The Financial Problems Every US Contractor Knows Too Well
Most of the time, you donaThese aren't accounting problems. They're project problems with financial consequences.’t realize how much disorganized accounting is actually costing you. These are the real problems we see every day and the practical solutions we put in place to get your books back on track.
❌
Certified payroll errors on government projects
Prevailing wage violations result in penalties, debarment, and litigation
❌
WIP schedule never ready when the bank asks
WIP reports determine your bonding capacity — and they're always late
❌
Retainage sitting uncollected for months
Your money, locked up and forgotten until cash flow becomes a crisis
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Subcontractor payments creating lien exposure
One missed lien waiver deadline can cost more than the invoice itself
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Progress billing not matching schedule of values
Overbilling creates audit risk. Underbilling kills cash flow. Most contractors don't know which one they're doing.
These require a construction accounting specialist — not a general bookkeeper.
WHAT WE HANDLE
What Our Construction Accounting Team Handles — Project by Project
Every deliverable goes through your review. You stay in control — we handle the numbers.
- Job Costing & Cost Code Setup
Real-time visibility into labour, materials, equipment, and sub costs per project
- Progress Billing & AIA Applications
Accurate draw requests submitted on time — no underbilling, no overbilling
- WIP Schedule Preparation
Monthly WIP reporting for bonding, banking, and management review
- Retainage Tracking
Every balance tracked — release dates managed, cash flow protected
- Subcontractor Management
Sub payments, lien waivers, and compliance tracked per project
- Change Order Accounting
Every change order recorded and reflected in revised job cost budgets
- Certified Payroll & Prevailing Wage
Davis-Bacon compliance, certified payroll reports, fringe benefit tracking
- Security Deposit Accounting
Security deposit ledger maintenance, deposit account reconciliation, deposit refund calculations, deposit compliance reporting, escrow balance verification, tenant deposit tracking, deposit liability reporting
- Cash Flow Between Draws
Draw timing mapped against project costs — no surprises between cycles
- Month-End Close
Books closed monthly — clean financials every reporting period
- Year-End & Tax Preparation
Project P&Ls closed, depreciation scheduled, returns ready
JOB COST CONTROL CENTRE
Your Job Cost Control Centre — Tracked on Every Project
We don't record costs after the fact. We track them in real time — so you know before a phase goes over, not after.
Cost Category
Estimated
Actual
Variance
Labour
$XXX,XXX
$XXX,XXX
± $X,XXX
Materials
$XXX,XXX
$XXX,XXX
± $X,XXX
Equipment
$XXX,XXX
$XXX,XXX
± $X,XXX
Subcontractors
$XXX,XXX
$XXX,XXX
± $X,XXX
Overhead
$XXX,XXX
$XXX,XXX
± $X,XXX
Job Cost Setup → Cost Code Structure → Phase Tracking → Change Order Integration → Variance Alerts → Final Job Cost Report
WIP & BILLING ACCURACY
WIP Schedule & Billing Accuracy — Your Bonding and Banking Depends on It
Your bonding capacity and credit line are only as strong as your WIP schedule. We make sure it's clean, current, and ready.
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Overbilled projects flagged by auditors
✅
Over/under billing identified before it's a problem
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Underbilled projects invisible until cash dries up
✅
Percentage of completion calculated accurately every month
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WIP schedule weeks late when bank requests it
✅
Over/WIP schedule prepared monthly — always ready
❌
Bonding agent left waiting
✅
Bank and bonding agent have what they need, when they need it
COMPLIANCE WALL
Construction Compliance — Handled. . So You're Never Exposed.
Construction compliance isn't optional. One missed deadline can cost more than the project itself.
01
Lien Waiver Management
Sub and supplier lien waivers
Tracked, collected, and filed before every payment release — zero lien exposure
02
Certified Payroll & Davis-Bacon
Federal prevailing wage compliance
Prevailing wage rates calculated correctly — certified payroll reports filed on time
03
Sales Tax on Materials
Material purchase tax by project and jurisdiction
Tax tracked per project — exemptions applied where available
04
Contractor Licensing & Bond Compliance
License renewals, bond requirements
Tracked and flagged before expiry — no lapses, no surprises
SOFTWARE INTEGRATION
We Work Inside Your Construction Software Stack
Already using Procore and QuickBooks? We step into your existing stack — no migration, no disruption.
✦ Job Costing Setup
✦ WIP Reporting
✦ Certified Payroll
✦ Progress Billing
✦ Retainage Tracking
✦ Job Costing Setup
Don't see your platform? We work with 30+ construction and accounting tools. Ask us.
Accounting
QuickBooks
Xero
Sage
NetSuite
Zoho Books
Project Management
TaxSlayer Pro
Drake
Lacerte
ProConnect
UltraTax
Reporting Tools
Karbon
Canopy
TaxDome
Jetpack
QuickBooks
STREAMLINED DIGITAL TOOLS
We Work Inside Your Construction Software Stack
Already using Procore and QuickBooks? We step into your existing stack — no migration, no disruption.
✦ Job Costing Setup
✦ WIP Reporting
✦ Certified Payroll
✦ Progress Billing
✦ Retainage Tracking
✦ Job Costing Setup
Accounting
QuickBooks
Xero
NetSuite
Zoho Books
Real Estate/Vacation Rental
TaxSlayer Pro
Drake
Lacerte
ProConnect
UltraTax
Industry and Operations
Karbon
Canopy
TaxDome
Jetpack
Can’t find your platform here? Don’t worry because we utilize 30+ leading digital systems for our clients. Feel free to ask us about yours.
SECTOR-BASED EXPERTISE
Industries We Serve
Our specialized accounting services are built to solve the complex problems that modern companies face. We provide targeted solutions for the following industries and their specific financial needs:
We support property managers, landlords, and Airbnb hosts with specialized accounting services. Our team handles rent tracking and reconciliations using tools like AppFolio to keep your property portfolios organized and professional.
We help brands on Amazon and Shopify manage inventory and track costs across multiple platforms. Our experts reconcile fees and monitor margins to provide a clear picture of your business's profitability.
We provide detailed job costing and progress billing for contractors and developers. Our team tracks project expenses and manages payments to ensure your construction jobs stay on budget and remain profitable.
We act as a dedicated back-office partner for firms needing to scale their capacity. Our team handles daily bookkeeping and month-end closing tasks to support your high-level advisory.
SUCCESS STORIES DELIVERED
Case Study
Our success is tied directly to the growth and stability of the businesses we support every day. These case studies offer a detailed look at how we help our clients succeed. See how we can support your business goals below.
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Stay informed with our expert tips on financial management and industry trends. Read through our latest posts to learn more about the best practices in our industry.
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Stay informed with our expert tips on financial management and industry trends. Read through our latest posts to learn more about the best practices in our industry.
View Story →
Add Your Heading Text Here
Stay informed with our expert tips on financial management and industry trends. Read through our latest posts to learn more about the best practices in our industry.
View Story →
ACCURACY AT EVERY STEP
How We Work
Working with us is designed to be easy and transparent, so you always know the status of your books. This is the simple process we follow to manage your accounting from start to finish:
Discovery and Setup
We begin with a one-on-one consultation to discuss your financial challenges and business goals. This ensures we tailor our outsourced accounting services for business owners to fit specific industry and operational needs.
Data Integration
Our team manages your software migration and connects your accounts to modern cloud platforms. We integrate tools like AppFolio or Shopify to provide real-time visibility into your business health.
Categorization and Processing
We categorize every transaction, manage accounts payable, and track revenue daily. Our experts follow strict procedures to keep your books clean, organized, and perfectly ready for tax season at all times.
Multi-Level Quality Review
Every record undergoes a thorough review by our senior Chartered Accountants and CPAs. This double check ensures total accuracy, global compliance, and that your financials meet the highest professional standards.
Reporting and Insights
You receive clear monthly statements, including profit and loss reports and balance sheets. We deliver the accurate data you need to make confident decisions and drive long-term business growth.
ACCURACY AT EVERY STEP
How We Work
Working with us is designed to be easy and transparent, so you always know the status of your books. This is the simple process we follow to manage your accounting from start to finish:
Discovery and Setup
We begin with a one-on-one consultation to discuss your financial challenges and business goals. This ensures we tailor our outsourced accounting services for business owners to fit specific industry and operational needs.
Data Integration
Our team manages your software migration and connects your accounts to modern cloud platforms. We integrate tools like AppFolio or Shopify to provide real-time visibility into your business health.
Categorization and Processing
We categorize every transaction, manage accounts payable, and track revenue daily. Our experts follow strict procedures to keep your books clean, organized, and perfectly ready for tax season at all times.
Multi-Level Quality Review
Every record undergoes a thorough review by our senior Chartered Accountants and CPAs. This double check ensures total accuracy, global compliance, and that your financials meet the highest professional standards.
Reporting and Insights
You receive clear monthly statements, including profit and loss reports and balance sheets. We deliver the accurate data you need to make confident decisions and drive long-term business growth.
YOUR QUESTIONS ANSWERED
Frequently Asked Questions
We know you might have questions about how our services work. Below you'll find a list of common questions that our clients often ask when they first start working with us.
What is the difference between bookkeeping and accounting?
Bookkeeping is the daily task of recording your transactions and receipts. It keeps your records up to date. Accounting takes that info to create reports and help you make business plans. We do both, so you always have a clear picture of your finances and your future goals.
Is it cheaper to outsource accounting?
Yes, outsourcing is usually much cheaper than hiring a full-time staff member. You do not have to pay for benefits, office space, or extra software. You only pay for the work you actually need. Our team gives you expert help while lowering your monthly expenses.
Is GDPR compliance mandatory?
Yes, it’s mandatory if you have any customers or users in the UK or Europe. These rules protect people and their private data. We make sure your systems follow these laws. This keeps your business safe from fines and shows your customers that you value their privacy.
At what stage does a company need a CFO?
Most companies need a CFO when they start growing fast or need help with big financial plans. If you’re struggling with cash flow or need advice on new investments, it’s time. We provide virtual CFO services to give you expert guidance at an affordable cost.
Can you transfer data from Xero to QuickBooks?
Yes, we can move all your data from Xero to QuickBooks for you. Our team makes sure that your history and balances are moved correctly. You don’t have to worry about losing any information. We handle the technical side so you can focus on running your business smoothly.
Have more questions? Contact our support
Partner with a team that delivers audit-ready financial records!
We make sure your books are always accurate and up to date. You’ll never have to scramble at the end of the year again. Connect with us to get your financial records in order right now!
VRSapients
908, Homeland City, Udhana Magdalla Road, Vesu, Surat, India -395007
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business@sapientsllp.com
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+1 315 9612217