How to Keep Track of Contractor Expenses

There are many methods for tracking contractor expenses on a construction site. Whether managing a construction project, running a contracting or subcontracting business, or subcontracting, how you spend your budget and manage cash flow influences your work. A budget that runs out can bring a project to a screeching halt, and mismanaged expenses can negatively impact your reputation.

Here is how to keep track of contractor expenses:

Know Your Limits

You should have an accurate budget in front of you and understand the limits regarding contractor expenses. Avoid overly optimistic estimates and lack of due diligence.

Delegate Cost Monitoring

Appoint a person to oversee contractor cost tracking. Ensure this person is trusted and experienced. They should demonstrate a comprehensive understanding of all project costs, be able to prepare critical documents, analyze said documents and other relevant data, and have the background and data to make key decisions on behalf of a project.

Monitor Every Cost

As you track a project’s financial stability, monitor every cost in your contractor accounting software. Be able to pinpoint where every dollar in your budget has been allocated. Categorize expenses and ensure they are plainly stated in financial reports. Tools like this construction inventory management software can help you with this while also minimizing your costs in their own right.

Bank Account Structure

Ensure your bank accounts are prepared to receive funds and send them out. Any issue or disorganization at the bank level will only cause headaches when tracking contractor expenses and fulfilling expectations regarding payroll and cash flow.

Digitize Every Document

Use contractor accounting software to track contractor expenses and digitize every document, from receipts and purchase orders to invoices and records. This assists in many ways, simplifying contractor expense tracking and keeping you audit-ready.

Evaluate Different Software

There are several different main players in the construction accounting software game, so evaluate several pieces of software before deciding which one to keep. Ensure that whichever software you choose has the features you need.

Group Expenses by Category

Expenses should be divided into categories and subcategories, such as labour, materials, equipment, and utilities. This assists in keeping analyses and reports clear for stakeholders reviewing contractor expenses.

Track Costs in Real-Time

Do not wait for a financial report to highlight how money is being spent with contractors. Track costs in real time and check them regularly. Evaluate patterns and objectively analyze a project’s financial health based on contractor expenses.

Carefully Manage Subcontractors

Keep records of all subcontractor costs and log payments and track subcontractor expenses. Ensure subcontractors are performing and paid according to project requirements and approved costs.

Standardize a Process for Tracking Expenses

Create a standardized system for tracking expenses. Advanced contractor accounting software makes it easy to set up automated recording and tracking of purchases, payroll, and operational costs.

Ensure Your Contractor Team Is Properly Trained

Every team member should be trained to follow your contractor’s expense tracking system. Ensure that every contractor understands precisely how to upload receipts and log expenses. Follow up with any stakeholders who are not adhering to the standards set.

Employ Mobile Apps for Expense Tracking

With mobile apps integrated with your accounting software, make it as easy as possible to record expenses instantly from the field. This way, there are no delays in accessing real-time data, and such updates arrive consistently on time.

Automate Contractor Time-Tracking

Monitor contractor hours spent on specific phases and tasks. Based on these records and timesheets provided, automate payroll. Use this expense data to inform future project phases and incoming contractor expenses.

Automate Invoicing

Automate invoicing based on logged expenses using your contractor accounting software. Track payment statuses in real-time. Always ensure subcontractors and suppliers are paid promptly to avoid disruptions or souring the relationship.

Eliminate Unprofitable Tasks

Tracking task-specific expenses may reveal areas where contractor expenses are unnecessarily high. Identify these unprofitable areas and consider cutting expenses that exceed estimates or are overly high.

Monitor All Project Expenses

Any delay or interference with contractor work can drive up contractor expenses. For this reason, carefully monitor material costs, inventory quantities, delivery dates, equipment rentals or purchases, equipment maintenance, and more.

Track Tax-Deductible Expenses

Keep detailed records of all expenses related to tax benefits, such as travel, fuel, and meals. Log everything and back it up with receipts. This will make preparing for tax time all the more efficient and minimize stress for all involved.

Review All Financial Reports

As financial reports are written and released, review each one regularly. Examine cash flow and profit margins, identify cost-saving opportunities where any exist, and optimize spending by eliminating inefficiencies.