Subcontractor Billing Review for Landscaping

The Subcontractor Billing Review workflow supports landscaping contractors by creating a structured approach to handling subcontractor invoices. It includes verifying work completion, reviewing charges, confirming lien waivers, and reconciling budgets. Managers secure approvals and process timely payments to maintain trust. By standardizing this process, landscaping companies reduce disputes, protect profitability, and improve efficiency. Clients benefit from smoother projects supported by accountable subcontractors. Teams gain accountability with transparent reviews. With this workflow in place, landscaping contractors can strengthen professionalism, improve efficiency, and deliver projects more reliably with consistent subcontractor management.

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