638: Pillar 2: Controlling The Money - Construction Accounting And Bookkeeping

This Podcast Is Episode 638, And It's About Pillar 2: Controlling The Money - Construction Accounting And Bookkeeping

How Smart Money Management Keeps Your Business Profitable and Stress-Free

When most small construction business owners think about success, they envision a steady stream of jobs, high-quality work, and satisfied clients. But there’s another side to the story that often gets ignored: the financial health of your business.

And here’s the truth we see every day as construction bookkeeping specialists: Even skilled contractors with full calendars can run into cash flow problems, tax stress, or profit shortfalls—not because of the work, but because of the numbers.

That’s where Pillar 2: Controlling the Money comes in. In this post, we’ll talk about how to take control of your finances through simple, construction-friendly accounting practices—so you can stop guessing and start growing. 

Why Money Control Is the Backbone of a Construction Business

In construction, money doesn’t flow evenly. You might spend thousands on materials before getting paid. You may win one big job and then go three weeks without a deposit. Labor and equipment costs can shift mid-project. It’s a juggling act.

That’s why proper accounting isn’t just about keeping the IRS happy—it’s about:

• Knowing your job costs
• Pricing with confidence
• Keeping cash flow steady
• Making better business decisions
• Staying compliant and audit-proof

If your books are messy, late, or nonexistent, you’re flying blind. However, when your numbers are precise and current, you can run your business, not just react to it.

The 5 Biggest Money Mistakes We See in Construction Businesses

Let’s start with the most common money-related problems we help contractors fix:

1. Bidding Without Knowing Actual Costs

Many contractors “guesstimate” job prices based on experience rather than actual data. However, with inflation, labor fluctuations, and new materials, those estimates can quickly lead to underbidding and lost profits.

2. Mixing Personal and Business Finances

Swiping your business card for groceries or buying tools with your debit card? That’s a fast track to messy books and missed deductions.

3. Falling Behind on Invoicing or Collections

Delaying invoices or avoiding follow-ups means delayed payments—and often, unpaid work.

4. Ignoring Overhead

Suppose you only account for direct costs (such as materials and labor) and overlook indirect costs, including your phone bill, fuel, insurance, and software subscriptions. In that case, you’ll never see your actual profit.

5. No Real Cash Flow Planning

Not knowing how much is coming in or going out in the next 30 days can lead to bounced checks, late payments, and last-minute borrowing.

Sound familiar? Let’s fix that.

The 3-Part System for Controlling Your Money

Here’s how we help contractors like you get your finances under control without overwhelming spreadsheets or accounting jargon:

1. Job Costing – Know What Each Project Really Costs

Job costing is the process of tracking every dollar that goes into each project, including labor, materials, subs, equipment, and overhead allocation (LMOS™).

Why It Matters:

• You’ll know which jobs are profitable—and which ones aren’t worth repeating.
• You’ll improve your estimates over time using real data.
• You’ll spot problems early (like a crew taking too long or material waste).
  
  

How to Start:

• Use separate expense categories for each job in your accounting software (or at least use tags/notes).
• Track time and material costs in real-time, not weeks later.
• Include a portion of your overhead per job (rent, insurance, admin time, etc.).

Even a basic spreadsheet is better than nothing. But ideally, use tools like QuickBooks with project tracking, or apps like Buildertrend that integrate with bookkeeping.

2. Cash Flow Management – Know What’s Coming and Going

Cash flow isn’t the same as profit. You can make a $10,000 profit on paper, but still run out of cash if a client delays payment or if you pay subs too early.

Why It Matters:

• Helps you avoid shortfalls, late payments, or needing to dip into personal funds.
• It makes it easier to plan purchases or hire help when you can afford to do so.

 

How to Start:

• Create a weekly cash flow forecast:
• List all expected income and expenses by date so that you can plan around slow weeks or high-expense periods.
• Require deposits and progress payments on jobs.
• Set up reminders for invoicing and follow-ups to ensure timely payments.

A construction business with no cash cushion is one unexpected delay away from severe stress. Cash flow forecasting gives you breathing room and peace of mind.

3. Monthly Reporting – Make Decisions Based on Facts, Not Feelings

Every month, you should be reviewing key reports that tell you how your business is doing, not just how you feel it’s doing.

The 3 Reports You Need:

• Profit & Loss Statement (P&L) – Are you making money?
• Balance Sheet – What do you own vs. owe?
• Job Profitability Reports – Which jobs performed best?

 

These reports help you:

• Adjust pricing and scope when needed
• Spot overspending early
• Justify business decisions (such as hiring, purchasing equipment, or expanding)
• Get ready for taxes long before tax season

If your current bookkeeper isn’t giving you these reports—or if you don’t understand them—it’s time for a better system.

Bonus Tips for Easy Financial Control

Here are a few more best practices we recommend for all small construction business owners:

1. Separate Business Accounts

Use a dedicated business checking account and credit card. It simplifies tax prep, reduces errors, and keeps you audit-ready.

2. Keep Receipts and Documentation

Use apps like Hubdoc, Dext, or QuickBooks Online to snap and store receipts. Label them with the project name for faster reconciliation.

3. Use Software That Fits Construction

Generic accounting tools are sufficient, but platforms like QuickBooks for Contractors, Joist, or Buildertrend offer features specifically tailored to the construction industry, such as progress billing, time tracking, and job costing.

4. Work with a Specialist

A bookkeeper who knows construction can save you hours of frustration—and thousands in missed tax deductions or mispriced jobs.

The Bottom Line: You Can’t Grow What You Don’t Measure and What You Can Measure, You Can Manage

You wouldn’t build a house without a plan. So don’t run your business without a handle on your numbers.

Controlling the money through job costing, cash flow tracking, and monthly reporting allows you to:

• Price smarter
• Avoid financial surprises
• Protect your profit margins
• Make better growth decisions

You don’t need to become a financial expert. You need a system that gives you visibility—and a partner who can help you stay on track.

Need Help Getting Your Finances Under Control?

We specialize in helping small construction business owners like you:

• Set up or clean up their books
• Track job profitability
• Forecast cash flow
• Understand their financial reports

Let us know how we can help you. Book a free 30-minute consultation and take the guesswork out of your finances—so you can focus on doing great work.