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.
1Receive subcontractor pay application or invoice for current billing period——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 billing period dates match project schedule and 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.
3Review scope of work billed against actual progress in the field——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
4Walk the site or consult field supervisor to verify completion——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
5Check billing against subcontractor agreement or schedule of values——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
6Ensure change orders are approved and included if applicable——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
7Confirm retainage is correctly applied based on contract——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
8Verify lien waivers are included from subcontractor and lower-tier vendors——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
9Review for math accuracy and supporting documentation (photos, timesheets, 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.
10Route pay app to project manager or leadership for approval——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
11Record approved amount in project accounting system——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
12Schedule payment based on payment terms and cash flow——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
13Notify subcontractor of approval status or request for revisions——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
14File pay app, approvals, and backup documentation in job 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.
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.
Book a free strategy session
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