Progress recalled at month end
Percent complete was a guess.
Progress billing for contractors who lose a week of cash flow every month to paperwork
Contractor invoice and progress billing automation that drafts from recorded progress and waits for a person
Larger jobs are usually billed in progress payments against a schedule of values, with retainage held back as the contract says, and each application must follow the contract's own rules. BoldBellows reads the contract, the schedule of values and the percent complete recorded for the period before an invoice is drafted, drafts the pay application from approved progress, applies the retainage terms you set and holds it for a person to approve, then builds the route around your billing calendar: at the end of the period the route reads the contract sum, the approved change orders and the percent complete your project managers recorded for each line, calculates the amount due and the retainage held, drafts the pay application in your format with the supporting backup, sends it to the project manager for approval and then to the customer or the architect, and records the invoice in your accounting tool. Smaller jobs and deposits follow the same route with simpler rules. A person approves every invoice.
View Pricing
From $2,180, paid once. Pay applications.
Guarantees written into Contractor invoice and billing
- From recorded progress percent complete by line
- Retainage applied by your contract terms
- Changes included only the approved ones
- Held for approval a person signs off
- Written handover The route, the controls and the repair steps arrive as a PDF
- A budget you can defend the opening price is $2,180, and the total only moves when you change the scope
01 · the billing-week problem
Billing that waits for the month-end scramble delays the cash you already earned
Billing day arrives and the project manager is reconstructing the month: which lines moved, which change orders were signed, what the customer already paid and what the contract holds back. The pay application is rebuilt in a spreadsheet, checked against the last one and sent when it looks right. A change order that was approved but not noted gets missed, and a late invoice moves the payment date for everyone behind it.
Approved changes left out
Revenue went unbilled.
Retainage computed by hand
Totals needed rechecking.
- Every event is written as it arrives
- Billing day starts with a hunt for last month's application
- A signed change order never reached the pay application
- Each write is keyed on the job, the billing period and the application number
- Each application is drafted from progress recorded during the period
- Approved changes and retainage are included by rule
02 · how it works
How recorded progress becomes a pay application ready to approve
A change is admitted, identified, matched and written, always in that order.
- 01
Receive and qualify
The notification is authenticated, stamped with account, resource and time, then checked against the admission rule.
- 02
Read, calculate, draft
The route reads progress and changes, calculates the amount due and drafts the application.
- 03
Approve, send, record
A person approves, the application is sent and the invoice is recorded in the accounting tool.
Platform facts behind Contractor invoice and billing
Progress billing runs on percent complete
Larger jobs are usually billed in progress payments against a schedule of values, with retainage held back as the contract says, so each application is drafted from recorded progress and a person approves it.
Only approved changes bill
A change order enters the application only when its written approval is on file, never on a note that it was discussed.
If a reply is lost
The route reads the billing schedule through the job, the billing period and the application number to learn whether the write landed, then acts on the answer.
03 · what ships in the build
Inside the billing route: the parts that read, draft and hold
Foundation sets the rules and the key. Operations does the writing. Assurance compares both sides over time.
Looking into contractor progress billing? The same brief covers construction invoice notification and contractor estimate to invoice. Related searches include pay application automation, contractor invoice & billing historical migration, contractor invoice automation service, contractor payment automation, construction payment tracking, construction draw request automation, contractor billing workflow, schedule of values billing, contractor invoice & billing duplicate prevention, pay application template, contractor invoice automation, construction accounts receivable, contractor invoice & billing implementation, contractor invoice & billing consultant, contractor invoice reminders, contractor accounts receivable, contractor invoice & billing error handling, construction draw request, retainage tracking construction, construction billing automation, construction invoice generation, construction invoice approval and construction progress billing software.
Admission rule engine
Decides which Construction events may proceed and logs why the others were set aside.
FoundationStable identity ledger
A register of Contractor items and their invoice and billing results, consulted before each write so repeats change nothing.
FoundationAllowlist mapper
Maps approved Construction fields to the billing schedule fields one by one and rejects anything not on the list.
FoundationProgress recording form
Collects percent complete by line from the managers.
OperationsPay application draft
Builds the document in your own format.
OperationsRetainage calculator
Applies the terms recorded for each contract.
OperationsBilling calendar
Lists applications due, drafted and sent.
AssuranceAccounting entry step
Creates the invoice after sign-off.
AssuranceOwner queue
Gives each unresolved Construction case a named owner, so nothing waits in a shared inbox.
Assurance04 · who it's for
Built for construction managers, and for anyone who must bill each job on time from recorded progress, with retainage and approved changes handled the way the contract says
Billing links the field, the office and the customer, and a delay in any one of them delays the cash.
Project manager
"Bill without a reconstruction."
The draft arrives from my recorded progress.
Owner
"Get paid sooner."
Applications go out on the day.
Bookkeeper
"Keep invoices matching contracts."
Retainage and changes are applied by rule.
Customer or architect
"Receive clear applications."
Each package has the same layout.
Controller
"See what is due to be billed."
The calendar lists every job.
Estimator
"Learn how work is billed."
Lines match the schedule of values.
What drives the cost: progress billing, pay applications and invoices
Cost your billing route, starting from your contract mix
Select a package, answer the scope questions and read the total for Contractor invoice and billing. Entry price: $2,180.
View Pricing
- One setup fee
- Range shown first
- PDF handover included
05 · compare your options
Three ways to connect Construction and the billing schedule: a monthly scramble to remember what was done and what was agreed, a zap, or a billing route that drafts pay applications from recorded progress and waits for approval
Each can create an invoice. Only one drafts from recorded progress, applies retainage by contract and waits for approval.
| How billing begins | Month-end reconstruction | Accounting tool invoices alone | Our billing route |
|---|---|---|---|
| What starts the work | A person spots the update | Every matching hook runs | Only a job update that meets the written rule |
| How identity is decided | Whoever it is checks the name | Email or name, compared as typed | Job, billing period and application number |
| What reaches the billing schedule | Fields typed from memory | Every mapped field, as plain text | A draft application, retainage applied and a held invoice |
| After an uncertain result | Someone checks by eye | Retry, or give up | Searches by the job, the billing period and the application number, compares, then repairs |
A late notice follows a newer update
The timestamp on the incoming event is checked first; a stale one is recorded and closed instead of rolling the pay application back.
Progress for a line looks higher than the last report
The route flags the jump to the project manager with the earlier numbers and keeps that line out of the draft until it is confirmed. The route looks for the pay application through the job, the billing period and the application number, compares it with the intended values and records a verdict: absent, correct, different or unclear. A new pay application is made only when the search proves there is none.
Start the Construction to the billing schedule build with the job, the billing period and the application number; the rest of the route leans on it.
Pricing
Build your Contractor to Invoice and Billing price
Pick a package, answer three short questions about how Contractor data should reach Invoice and Billing, and your price and turnaround move as you choose.
06 · process & getting started
Six steps from month-end scrambles to billing on a calendar
From the first brief to the first month live, six steps with clear outputs.
- Step 01
Read how billing runs today
We look at recent pay applications and note how progress is gathered, who approves and where days are lost.
- Step 02
Approve access
Your admin approves a minimal set of Contractor permissions, and we write down the identifiers the invoice and billing route will rely on.
- Step 03
Agree the billing rules
Billing dates, retainage terms, who approves, how changes are included and where invoices are recorded are written out and approved first.
- Step 04
Break it on purpose
We replay events, delay them, remove fields and revoke access in a safe the billing schedule copy before anything goes live.
- Step 05
Launch with notes
Launch is a checkpoint, not a cliff: the route starts from a known point and the notes arrive with it.
- Step 06
Review after launch
Once real events flow, the opening weeks are checked against the evidence log so early surprises are caught and recorded.
07 · turnaround
Turnaround by package, in business days
The delivery window opens when Contractor rights are in place.
Foundation
6 to 10 business days
Operations
10 to 16 business days
Assurance
16 to 24 business days
08 · before we start
The short list we need from you
Access to Contractor sufficient to read the fields we agree
Your contracts' billing terms, the schedule of values for active jobs, your pay application format and the accounting tool you use
An authorized Construction connection for the resources named in scope
Your definition of which job updates should reach the billing schedule
Permission to run tests against a copy of the billing schedule
Your expected volume, so limits and pacing can be set
09 · security and ownership
Nothing is installed in Construction or the billing schedule, only mapped data moves
Scope is the security boundary: Contractor fields for invoice and billing are named in writing, and nothing else is requested.
Nothing installed inside either tool
The route talks to Construction and the billing schedule only through documented endpoints, so neither needs a plugin, a patch or a hidden setting.
Scoped, revocable access
Tokens cover only the named objects and can be revoked whenever you choose.
Only what the map allows
A written field map decides what crosses. Anything not on it, including private notes and billing data, is left behind.
Search before you write again
After any uncertain result the route looks for the pay application using the job, the billing period and the application number; only a proven absence allows a new one.
Minimal logging
We record what happened and when, never the private details of your records.
Full handover
Everything we built is documented and belongs to your team.
10 · verified reviews
What BoldBellows clients say
Verified reviews from business owners who use BoldBellows automations every day, from marketing and sales to support and operations.
AI Workflow Automation for Agencies
Running a digital agency with many clients was overwhelming. BoldBellows built one automation dashboard that tracks tasks, sends updates and creates client reports automatically.
Clients love the transparency and we love the time we get back. Productivity is up, and project delays have dropped to almost zero.
AI Accounting & Invoice Automation
BoldBellows automated our whole invoicing process: creating invoices, sending reminders and tracking payments.
Late payments dropped sharply, and our accounting team finally has time for strategy instead of repetitive admin. Worth every penny.
AI Document & Contract Automation
Onboarding was slow because we wrote every contract by hand. BoldBellows automated the lot: contracts, welcome emails and client setup.
What took 48 hours now takes under 10 minutes, and clients regularly tell us how professional it feels.
AI Social Comment & DM Automation
We get thousands of comments and messages every week. BoldBellows built an AI system that replies instantly, filters spam and surfaces the important ones.
Engagement is up and our page looks active around the clock. It’s like having a full social media team that never stops.
AI CRM Automation
Our CRM was barely used because updating it by hand was tedious. BoldBellows automated data entry, tagging, segmentation and follow-ups.
Now the CRM is always up to date and our campaigns are far more accurate. It improved our whole sales pipeline.
AI Voice Assistant
BoldBellows built a custom AI voice assistant for our customer hotline. It answers questions, books appointments and handles simple requests.
Customers love how fast it is, and our call-centre workload dropped dramatically. One of the smartest upgrades we’ve made.
AI Automation Partner
BoldBellows is hands-down the best AI automation partner we’ve worked with. Their systems are fast, reliable and built around how our business actually works.
Every automation they’ve delivered, from customer service to content, runs flawlessly. We’ve saved time, cut costs and grown faster than we expected.
AI Chatbot & Customer Support
BoldBellows built an AI support chatbot for our online boutique, and it has changed how we run the business. We used to have two full-time staff answering the same questions all day. Now the AI handles order tracking, product recommendations and even refund requests on its own.
What surprised me most is how natural it sounds. Customers compliment the ‘agent’ without realizing it’s AI. Our support workload dropped by 75% and customer satisfaction went up dramatically.
AI Content & Social Media Automation
Our marketing agency couldn’t keep up with content. BoldBellows set up an AI content engine that writes blog posts and captions and even designs our social media creatives.
It spots trends and suggests topics for us, so we stay ahead of competitors. We now produce three times the content with the same team, and engagement has soared. They didn’t just automate our workflow, they lifted our whole brand.
AI Lead Qualification & Sales Automation
Our sales team wasted hours chasing cold leads. BoldBellows built an AI lead-scoring system that reads behavior, email engagement and buying signals.
It filters out weak leads and sends personalized follow-ups automatically, so our team only talks to people who are ready to buy. Conversions rose 40% in the first month. It paid for itself straight away.
AI Video & Voice Automation
We publish product videos every week, and BoldBellows introduced us to AI video automation. The system writes the script, voices it and produces the finished video in minutes.
The quality is remarkable: professional voiceovers, clean visuals and smooth editing. Production time went from three days to under 30 minutes, and we scaled our video marketing without adding cost.
AI Email & Smart Inbox Management
Our inbox used to be chaos. BoldBellows built an AI email system that sorts messages, drafts replies and flags anything urgent.
It learns how we write and gets better every week. We reply faster and no longer miss important messages. It feels like having a personal assistant working around the clock.
AI Booking & Scheduling Automation
Our coaching business needed a better way to schedule. BoldBellows automated all of it: bookings, reminders, cancellations and follow-ups.
No-shows fell by 60% and clients enjoy how smooth it is. It feels personal, not robotic. One of the best upgrades we’ve made.
AI Translation & Localisation
When we expanded abroad we needed fast, accurate translations. BoldBellows built an AI translation system that turns our content into several languages instantly.
The translations read naturally and suit each culture. We now serve customers in five new countries without hiring translators. BoldBellows helped us go global.
AI HR & Recruitment Automation
Our HR team was drowning in applications. BoldBellows automated screening, skills-based filtering and interview scheduling.
It saves us hours every week and means we only interview qualified people. Hiring is now faster, better organized and more professional.
AI Data Entry & Reporting Automation
We used to spend hours collecting data and building weekly reports by hand. BoldBellows automated all of it.
The reports are clean, visual and easy to read, and our managers rely on them for quick decisions. Human error is gone and our numbers are more accurate across the board.
AI E-commerce Listings Automation
BoldBellows automated our product listings. The AI writes descriptions, organizes photos and publishes listings across several marketplaces.
It even answers customer questions instantly. Our store looks more professional and sales have noticeably increased.
AI Customer Journey Automation
We wanted a smoother path from first contact to purchase. BoldBellows built an AI system that guides each customer there automatically.
It sends personalized messages, recommends products and follows up at just the right moment. Customer retention has improved dramatically.
11 · questions
Invoice and progress billing automation: what project managers and bookkeepers ask
What to know before choosing a package, in plain language.
Can Zapier alone run Contractor invoice and billing?
When invoices drafted on time from approved progress is all that is wanted, a connector can manage that. It cannot draft the application, apply retainage or send the invoice. Those gaps are the reason this build exists.
Who approves an invoice?
A person you name, every time, before it is sent.
How does it know the percent complete?
From the form your project managers fill in each period.
What about retainage?
It follows the terms you record for each contract, and releases are handled by a person.
Does it handle lien waivers?
It can attach the waiver form your contract names, but its content and timing follow the contract and local law, and a person handles it.
Can it bill small jobs and deposits?
Yes, with simpler rules and no schedule of values.
What goes into the accounting tool?
The approved invoice, its amount and its job, after sign-off.
Who picks the fields for invoice and billing in Contractor?
Included. The Contractor fields behind invoice and billing are mapped on paper first, and changes to the map are agreed with you in writing.
Will you build invoice and billing around our policy rather than a template?
Yes. Owners, amounts, statuses and exceptions can all shape Contractor invoice and billing. It starts at $2,180.
How do you react to a Contractor update?
The safest reaction to change is to stop and report, so that is what the route does. Ongoing maintenance beyond the review period is separate.
Bill every job on the day
Give your jobs pay applications drafted from progress and approved by you
Name the Contractor change that begins the work, the end result and whoever handles errors; Foundation starts at $2,180.
For complex estates, a written custom quote comes first.