Juggling multiple subcontractors on a big project. Need to keep tabs on payments without losing my mind. Current system feels like a mess.
Anyone cracked the code on a clean invoice structure that doesn’t make you want to pull your hair out? Spreadsheets? Software? Carrier pigeons?
Spreadsheets confuse me. I just write everything down in a notebook.
Ah, the subcontractor juggling act. Been there, done that. Here’s what works for me:
I update it weekly. Takes like 10 minutes tops.
For invoices, I keep it dead simple:
No fancy software needed. Just discipline to stay on top of it.
Pro tip: Set a recurring calendar reminder to update everything. Saves you from that end-of-month panic when you realize you’ve forgotten to track stuff for weeks.
I’ve been in your shoes, and here’s what I found works:
Excel is your friend. I have one big file with tabs for each project. Each tab lists the subs, their rates, hours, and totals. I use conditional formatting to highlight unpaid invoices in red. Paid ones turn green.
For invoices, I keep it dead simple. One per sub, per job. Just list the work done, hours, and rate. Totals at the bottom.
The key is to update it regularly. I do it every Friday afternoon while having a beer. Makes the task less painful and keeps everything current.
If you’re not an Excel person, there are plenty of free invoice templates online. Just find one you like and stick with it.
Remember, the best system is the one you’ll actually use consistently. Don’t overthink it.
I just use a basic notepad app on my phone. Write down who did what and how much I owe 'em. Keep it simple, you know? Works for me.
Forget spreadsheets and notebooks. Get yourself some decent invoicing software. It’ll track everything automatically and save you hours of headaches.
I use QuickBooks. It lets me create separate invoices for each sub while tying them all to the main project. You can see who’s paid, who’s not, and what’s left in the budget at a glance.
It costs a few bucks a month, but it’s worth every penny. Just plug in the numbers and let the computer do the rest.
I keep it simple. One invoice per subcontractor, per job. List hours, rate, and total.
For tracking, I use a basic spreadsheet. One tab for each project. Columns for invoice number, date, subcontractor, amount, and payment status.
No fancy software needed. Just update it regularly and you’re good.