Subcontractor Billing Review for HVAC

The Subcontractor Billing Review workflow supports HVAC contractors by ensuring subcontractor invoices are accurate and justified. It includes matching billings to scope completion, verifying change orders, confirming lien waivers, and securing approvals. Managers reconcile invoices with project budgets to maintain financial control. By following this workflow, HVAC companies reduce disputes, prevent overpayment, and protect margins. Clients benefit from reliable project outcomes supported by trusted subcontractors. Teams gain accountability with structured reviews. With this workflow in place, HVAC contractors can strengthen professionalism, improve efficiency, and deliver projects more reliably with consistent financial practices.

Receive subcontractor pay application or invoice for current billing period

Confirm billing period dates match project schedule and contract terms

Review scope of work billed against actual progress in the field

Walk the site or consult field supervisor to verify completion

Check billing against subcontractor agreement or schedule of values

Ensure change orders are approved and included if applicable

Confirm retainage is correctly applied based on contract

Verify lien waivers are included from subcontractor and lower-tier vendors

Review for math accuracy and supporting documentation (photos, timesheets, etc.)

Route pay app to project manager or leadership for approval

Record approved amount in project accounting system

Schedule payment based on payment terms and cash flow

Notify subcontractor of approval status or request for revisions

File pay app, approvals, and backup documentation in job records