Best Construction Invoicing Software for Subcontractors

Anyone who works in accounting for a commercial subcontractor knows that the construction billing process is more complex than just sending an invoice when the project is finished. 

Most commercial projects require you to invoice at designated intervals throughout the project (referred to as AIA or progress billing). For larger projects, invoices often include several documents that bundle up into a payment application, with different specifications required by each GC. But construction billing extends beyond pay apps to include service and maintenance contracts, time and materials invoices, and one-off invoices for smaller jobs—each with its own documentation requirements.

Thank goodness for construction invoicing software. 

Signs You Need Construction Invoicing Software

Aside from the fact that inefficient billing processes waste everyone’s time, subs run into some other major challenges when relying on manual methods or even basic invoicing tools that aren’t built for construction billing. 

If you regularly encounter any of these issues, take it as a sign that it’s time to consider construction invoicing software:

• Invoices frequently contain data entry errors.
• It takes way too long to get paid. 
• You struggle to track and accurately bill for change orders.
• You’ve had instances where you’ve failed to collect on services/maintenance bills.
• You’ve had instances where you’ve failed to collect on retainage.
• Overbilling and/or underbilling are regular occurrences.
• You’re never sure which form to use for which GC.
• Pay apps are often rejected because of missing, inaccurate, or incomplete documentation.

Switching to construction invoicing software will allow you to send invoices faster, ensure accuracy, monitor payment status, and stay on top of collections. 

We researched many of the systems subcontractors commonly use for invoicing and identified a dozen options worth a closer look. 

12 Top Invoicing Tools for Subcontractors to Consider

The top construction invoicing tools include a range of point solutions, construction-specific accounting software, and all-in-one enterprise resource planning (ERP) systems that include robust invoicing capabilities.

Here’s our list of the top twelve construction invoicing tools. 

1. Siteline

Siteline is a construction billing software tool built specifically for trade contractors. Subs use it to manage pay apps, primary and lower-tier lien waivers, change orders, compliance documents, collections, and forecasting. Unlike other options on the list, Siteline is the only invoicing solution that can handle both standard AIA forms and any custom GC pay app form for complete and accurate monthly progress billing.

Top Features of Siteline’s Construction Invoicing Software

• Generate accurate payment applications according to each GC’s precise specifications.
• Create invoices for lump sum, unit price, time and materials, and one-off projects.
• See the real-time status of every invoice across all clients and projects.
• Quickly identify and correct over- and under-billing to ensure healthy cash flow.
• View each project’s billing health from every angle in real time.

Learn more about Siteline’s payment application and invoicing software.

Proof Siteline is the Best Invoicing Software for Subcontractors

Subcontractors across all trades have used Siteline to bill more than $2B across 10,000+ projects. It’s purpose-built to handle the nuances and challenges of subcontractor billing, creating greater billing efficiency and helping them get paid weeks faster.

Kovach Enclosure Systems, a family-owned metal and glass contractor with a workforce of 325 employees, uses Siteline to: 

• Increase billing efficiency and visibility
• Collect faster payments
• Promote greater collaboration. 

Kovach’s Treasury Manager, Karen Krauter, manages 50 to 60 pay apps each month. Before Siteline, Karen was bogged down with time-consuming manual billing processes, including transcribing billing information from individual pieces of paper into separate forms for each GC.  Implementing Siteline saved Kovach’s accounting team more than 24 hours each month and reduced A/R aging by 20 days. 

"My favorite thing about Siteline is its ease of use, which has translated into huge time savings for me. And we all know time is money. It used to take me five days to prep everything, then I’d give the PMs five days to get their billings in. It’s amazing how much of a game-changer Siteline has been with this process.” —Karen Krauter, Treasury Manager, Kovach Enclosure Systems

You can read more about Kovach’s story and results here. 

2. Tolteck

Tolteck provides invoicing and estimating software that enables trade contractors to manage their time, customers, and commercial documents. The system emphasizes simplicity and ease of use, plus comprehensive training and customer support.

Top Features of Tolteck’s Invoicing Software

• Create invoices and quotes in five minutes.
• Track payment and document status across all projects.
• Import materials lists from suppliers’ websites and add margins. 
• Access unlimited support by phone, chat, and email.
• Add unlimited users to your accounts.

Learn more about Tolteck’s invoicing software.

3. Sage Intacct

Sage Intacct is a cloud accounting software that streamlines financial management for growing and mid-sized companies. It provides automation and insights across financials, planning, HR, and payroll. It offers an industry-specific solution built to meet the needs of construction companies. 

Top Features of Sage Intacct’s Invoicing Software

• Send standard invoices for fixed price, time and materials, and cost-plus contracts.
• Use standard AIA billing templates for monthly progress bills. 
• Seamlessly manage billing for multiple entities. 
• Get real-time visibility into billing and payment status. 

Learn more about Sage Intacct’s construction accounting and invoicing software.

4. Foundation

Foundation offers comprehensive construction accounting software specifically for subcontractors. It covers a wide range of capabilities, including job costing, payroll, general ledger, accounts payable, and accounts receivable, along with various add-on modules that cover everything from project management to service dispatch.  

Top Features of Foundation’s Invoicing Software

• Create lump-sum and percent-complete invoices.
• Generate invoices from recurring billings or proposals. 
• Manage progress-billing projects with standard AIA templates. 
• Import the schedule of values from project budgets.
• View A/R aging and retainage by job, customer, and PM.

Learn more about Foundation’s invoicing software.

5. Viewpoint Vista

Viewpoint Vista is a construction accounting and ERP software offered by Trimble that contractors can use to manage projects, processes, and people. Its capabilities cover accounting, project management, HR, payroll, field management, and service management. 

Top Features of Viewpoint Vista’s Software

• Create detailed invoices based on time and materials used for each project. 
• Create customized work orders. 
• Convert quotes and service tickets into invoices on-site..
• Track, comment on, and review open billings.
• Access detailed accounts receivable reports. 
• Track cash receipts against invoices for seamless bank reconciliation.

Learn more about Viewpoint Vista’s invoicing software. 

6. Acumatica Construction Edition

Acumatica is a cloud-based ERP system with a construction-specific edition. Mid-sized construction companies use it for various business functions, including operations, inventory management, financial management, payroll, accounting, and more.

Top Features of Acumatica Construction Edition’s Invoicing Software

• Automatically generate progress and time and material invoices.
• Include up-to-date labor, material, equipment, and other costs in invoices.
• Apply standard AIA billing and reporting standards. 
• Easily manage initial retainage and any changes. 

Learn more about Acumatica Construction Edition’s invoicing software.

7. Premier

Premier is an all-in-one construction management system that covers financials, accounting, job costing, and project management. It automates time-consuming and complex tasks for general contractors, developers, homebuilders, and specialty trade contractors. 

Top Features of Premier’s Invoicing Software

• Sync accounts receivable invoicing directly with billing details.
• Adjust invoices with one click to reflect clawbacks or changes.
• Streamline complex billing processes across multiple methods, including progress billing (standard AIA only), cost-plus, lender draws, and time and materials (T&M).
• Ensure accurate billing management to improve cash flow.

Learn more about Premier’s accounting and invoicing software. 

8. CMiC

CMiC provides finance and project management software for construction firms. General contractors and subcontractors of all sizes use it to manage their entire operations, including projects, materials, suppliers, people, payroll, and accounting. 

Top Features of CMiC’s Invoicing Software

• Set up automatic invoicing and payment collection.
• Include all project-related costs in invoices.
• Generate ad-hoc and non-project-related invoices.
• Set credit limits and terms for each customer.
• View total billing history and AR aging reports by customer or project.

Learn more about CMiC’s construction financials software and invoicing capabilities. 

9. Joist by EverPro

Joist by EverPro provides software solutions that make it easier for contractors to do business. It’s primarily designed for residential contractors. You can use its mobile and web apps to create professional estimates and invoices, accept payments, and manage your projects.

Top Features of Joist’s Invoicing Software

• Capture online credit card and check payments.
• Set up payment schedules and progress payments.
• Customize invoices with your company logo and project photos.
• Access simple sales and A/R reports. 
• Capture digital signatures from clients.

Learn more about Joist’s invoicing software.

10. QuickBooks Enterprise Construction Edition

QuickBooks Enterprise is one of the most widely used accounting and invoicing systems across an array of industries. The Construction Edition meets the complex accounting needs of contractors. In addition to invoicing, it includes job costing, expense tracking, payroll, tax form preparation, and more.

Top Features of QuickBooks Enterprise Construction Edition’s Invoicing Software

• Send invoices and estimates from anywhere. 
• Attach plans, contracts, and photos to invoices.
• Collect payments online and in person via credit card, debit card, and bank transfers.
• Get instant notifications when invoices are viewed and paid.

Learn more about QuickBooks Enterprise Construction Edition’s invoicing capabilities.

11. Bill.com

Bill.com provides a financial operations platform for small and midsize businesses. It’s another industry-agnostic provider with a construction-specific solution. Its capabilities cover accounts payable, accounts receivable, expense management, and cash flow forecasting. 

Top Features of Bill.com’s Invoicing Software

• Quickly generate invoices across all customers and projects. 
• Accept credit card and ACH payments via a secure payment portal.
• Automatically send recurring invoices and payment reminders. 
• Customize invoice templates to include specific fields and the company logo.
• Monitor invoice and payment status across all projects from one screen.

Learn more about Bill.com’s invoicing software.

12. Xero

Xero is online accounting software built for small businesses and solo business owners. Its solution can be adapted to the needs of many industries, including construction. Trade contractors use it for estimating, quoting, inventory tracking, expense management, time tracking, and accounting.  

Top Features of Xero’s Invoicing Software

• Create and send invoices from anywhere.
• Quickly convert quotes to invoices. 
• Integrate with Stripe or PayPal to collect payments easily.
• Get notified when invoices are viewed and track payment status. 
• Monitor the average time it takes for customers to pay you. 

Learn more about Xero’s invoicing software.

Choosing  the Best Solution for Your Subcontractor Business

Choosing new invoicing software, or any software for that matter, for your subcontracting business shouldn’t be a split-second decision. Take the time for due diligence. 

Consider the following:

• Make sure it addresses your specific challenges. If you’re not sure what your biggest challenges are, take a step back and document them.
• Look for a system that integrates with your accounting software. (Note that some of the solutions mentioned above are accounting systems, too.)
• Choose a customizable tool that can scale with your needs.
• Consider both cost and ease of implementation.
• Understand what types of results other trade contractors get with the software.

Subs who use Siteline report six times faster billing workflows, save an average of seven days per month, cut pay app revisions in half, and get paid three weeks faster. If those results would be a game-changer for your business, see Siteline’s invoicing software in action.