Subcontractor Billing Review for Roofers
The Subcontractor Billing Review workflow provides roofing contractors with a structured system for verifying trade partner invoices. It covers matching billings to completed tasks, reviewing change orders, confirming lien waivers, and securing approvals. Managers reconcile invoices against project budgets to maintain accuracy. By following this workflow, roofing companies reduce disputes, avoid overpayment, and protect profitability. Clients benefit from reliable projects delivered by motivated subcontractors. Teams gain accountability through documented approvals. With this workflow in place, roofing contractors can strengthen professionalism, improve efficiency, and deliver projects more reliably while maintaining solid financial oversight.
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