Construction billing software Know what every client still owes
Each project with a client has its own ledger: what was billed, what was received, what is still due, or the advance held when a client paid ahead.
What is construction billing software?
Construction billing software keeps track of the money a contractor is owed: what the contract says, what has been invoiced, what the client has paid, what is held back as retention, and what is due now. It works per project, because each contract has its own stages and its own balance.
Ordinary invoicing tools send invoices. Construction billing software also has to follow payment stages tied to the work, advances paid ahead, retention held until the end, and the reminder that goes out when a stage falls due.
What to look for in construction billing software
- A ledger per project: billed, received and still due
- Payment stages from the contract, with what falls due this month
- Advances recorded, with the amount held shown
- Retention and overdue invoices tracked per client
- Receipts with a photo of the cheque or slip
- Statements and reminders sent on WhatsApp or email
- Payment stages carried over from the accepted quotation
Aaghaz360 does each of these in every package.
Why contractors wait to get paid
The work is done but the money is late, usually because nobody is sure what was billed, what was paid and what is due now.
- 1Payment stages agreed in the contract but not followed once work starts.
- 2Advances received, then forgotten when the next invoice goes out.
- 3Cheques and transfers noted in a notebook, if at all.
- 4Retention held by the client with no running total.
- 5Reminders that depend on someone remembering to call.
- 6Statements rebuilt by hand whenever a client disputes a figure.
Construction billing software with one ledger per project
Invoice and record payments
Invoice the client and record money received, advances included, with an optional photo of the cheque or slip.
Payment plans that remind you
Stages due this month appear on the owner's home with a button that writes the WhatsApp reminder for you.
Statements on WhatsApp or email
Send a client their statement as a PDF, or as a WhatsApp message with the amounts.
Retention and overdue
Retention held and invoices past their due date are tracked per client.
Stages from the accepted quote
When a quotation is accepted, its payment stages come with the new project, so billing follows what was signed.
Shared with the client, if you choose
A client you share the project with sees progress, site photos and payments for that project only.
Used by: Owners, Accountants.
Client billing in spreadsheets vs in Aaghaz360
- On registers, spreadsheets and WhatsApp: Payment stages live in the contract file
- In Aaghaz360: Stages due this month appear on the owner's home
- On registers, spreadsheets and WhatsApp: Reminders depend on someone remembering
- In Aaghaz360: A button writes the WhatsApp reminder; you press send
- On registers, spreadsheets and WhatsApp: Advances are noted somewhere and forgotten
- In Aaghaz360: Advances are recorded and held on the client's ledger
- On registers, spreadsheets and WhatsApp: Proof of payment is a photo in a chat
- In Aaghaz360: Each receipt can carry a photo of the cheque or slip
- On registers, spreadsheets and WhatsApp: Retention is a figure in someone's head
- In Aaghaz360: Retention held is tracked per client
- On registers, spreadsheets and WhatsApp: Statements are typed when a client asks
- In Aaghaz360: Send a statement as a PDF or a WhatsApp message with the amounts
Worked example · sample figures
A worked example: a $72,000 house contract
Sample figures. Five payment stages agreed in the contract; the client has paid $45,000 so far.
| Stage | Share | Amount | Received | Still due |
|---|---|---|---|---|
| Advance | 20% | $14,400 | $14,400 | $0 |
| Plinth | 25% | $18,000 | $18,000 | $0 |
| Grey structure | 25% | $18,000 | $12,600 | $5,400 |
| Finishing | 20% | $14,400 | — | Not due yet |
| Handover | 10% | $7,200 | — | Not due yet |
| Total | 100% | $72,000 | $45,000 | $27,000 left |
Of the $27,000 left, only $5,400 is due now; the other $21,600 waits for finishing and handover. That $5,400 is what this month's reminder should ask for.
Billing terms used on this page
- Payment schedule
- The stages at which the client pays, usually tied to work completed and agreed before work starts.
- Advance
- Money the client pays before the work it covers, recovered from later bills.
- Retention
- A share of each payment the client holds back until the work is complete and defects are fixed.
- Statement of account
- Everything billed and received for one client, with the balance.
- Overdue invoice
- An invoice not paid by its due date.
Client billing works with the rest
Client billing writes to the same record as every other module of Aaghaz360’s construction management software.
Questions about construction billing software
Does it send messages automatically?
No. Reminders open WhatsApp on your phone with the message written, and you press send.
Can I bill in the stages agreed in the contract?
Yes. Payment-plan stages are followed per project, and stages due this month appear on the owner's home with a reminder button.
Can I record advances?
Yes. Money received is recorded with advances included, and the ledger shows the advance held when a client has paid ahead.
Is retention tracked?
Yes. Retention held and invoices past their due date are tracked per client.
How do clients receive statements?
As a PDF, or as a WhatsApp message with the amounts. A client you share the project with can also see their payments.
Client billing is in every package
Priced by how many projects run at once. Users, storage and every module are included in every package.
- FreeFree1 running projectOne site at a time, every module included
- Starter$149/ yearUp to 5 running projectsA builder or contractor running a few sites
- Business$249/ yearUp to 15 running projectsSeveral sites with a buying team and stores
- Unlimited$499/ yearNo limit on running projectsMany sites, stores and departments
- Unlimited users and storage
- Projects, phases, tasks and documents
- Daily site log with photos
- Purchasing from demand to payment
- Site stores and stock counts
- Labour, contractors and pay runs
- Budgets, supplier ledger and client billing
- Quotations to customers