Progress Billing & Invoicing Process for Carpentry
The Progress Billing & Invoicing Process workflow helps carpentry contractors manage client payments tied to project progress. It covers verifying completed tasks, preparing invoices, securing approvals, and reconciling against budgets. Managers ensure invoices are accurate, timely, and contract-compliant. By following this workflow, carpentry companies reduce disputes, protect profitability, and improve efficiency. Clients benefit from transparent billing that reflects real progress. Teams gain accountability through documented approvals. With this workflow in place, carpentry contractors can strengthen professionalism, improve financial stability, and deliver projects more reliably with consistent cash flow management.
1Review contract billing terms (schedule of values, milestones, or % complete)——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
2Confirm current work progress with field team or site walk——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
3Calculate percent complete for each line item or milestone——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
4Draft the billing application or invoice with updated totals——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
5Include approved change orders and any required documentation——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
6Apply retainage according to contract terms——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
7Attach backup documentation (photos, timecards, material receipts, etc.)——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
8Review draft billing with project manager or leadership——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
9Submit invoice or pay app to client or GC by required date——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
10Confirm receipt and follow up on approval status——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
11Track invoice aging and update accounts receivable records——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
12Log payment once received and update job cost tracking——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
13File billing documents and confirmations in project records——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
14Communicate payment status with internal team——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
You found the SOP
Now make sure it actually gets done.
14 tasks is the easy part. The hard part is that six months from now the project still has to run this way when you are not the one watching.
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Founder of Subtrak · Twenty years in commercial roofing operations
“One session and this template becomes how your company actually does the work, with a name and a date on every step.”
Every project runs your way. And you can see that it did.
Put a name and a date on every step, and the crew gets a reminder when their part comes up.
Book a free strategy session