Progress Billing & Invoicing Process for Site Preparation
The Progress Billing & Invoicing Process workflow provides site preparation contractors with a reliable process for progress-based invoicing. It covers verifying work milestones, preparing invoices, confirming approvals, and reconciling with budgets. Managers ensure accuracy, maintain cash flow, and strengthen vendor relationships. By standardizing this process, site prep companies reduce disputes, protect profitability, and improve efficiency. Clients benefit from confidence in transparent billing practices. Teams gain accountability through structured financial oversight. With this workflow in place, site preparation contractors can strengthen professionalism, improve efficiency, and deliver projects more reliably with consistent invoicing practices.
Review contract billing terms (schedule of values, milestones, or % complete)
Confirm current work progress with field team or site walk
Calculate percent complete for each line item or milestone
Draft the billing application or invoice with updated totals
Include approved change orders and any required documentation
Apply retainage according to contract terms
Attach backup documentation (photos, timecards, material receipts, etc.)
Review draft billing with project manager or leadership
Submit invoice or pay app to client or GC by required date
Confirm receipt and follow up on approval status
Track invoice aging and update accounts receivable records
Log payment once received and update job cost tracking
File billing documents and confirmations in project records
Communicate payment status with internal team
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