Contractor Success Map with Randal DeHart | Contractor Bookkeeping And Accounting Services

Randal DeHart | Construction Accountant |PMP | QPA
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Back office support can make or break your contracting company. Let us move your contractor bookkeeping service off the roller coaster of pain onto the merry go round of peace of mind with our U.S.A. based outsourced contractors bookkeeping services and contractor success M.A.P.

  1. Insights For Small Construction Business Owners Post-Disruption

    OCT 3

    Insights For Small Construction Business Owners Post-Disruption

    This Podcast Is Episode 646, And It's About Insights For Small Construction Business Owners Post-Disruption The past few years have been challenging for small business owners everywhere. For contractors, the global disruptions—pandemic shutdowns, supply chain bottlenecks, labor shortages, and inflation—hit especially hard. Projects were delayed, material costs spiked overnight, and cash flow felt like a rollercoaster.   If you're a small construction business owner, you've lived through it. And while it's been painful, it's also been a powerful teacher. As construction bookkeeping specialists, we've had front-row seats to see how disruptions shook contractors and what strategies helped them survive—or even thrive—despite the chaos.    Here are the key lessons learned from global disruption that every small contractor should carry forward.   1. Cash Flow is King When the world turned upside down, it wasn't just about profits on paper—it was about cash in the bank. Contractors who had substantial cash reserves or disciplined systems for separating money (using methods like Profit First) were able to weather late client payments, supply delays, and unexpected expenses. Those who ran lean with no buffer struggled the most. Many relied on credit cards, lines of credit, or personal savings to keep projects moving. Lesson: Always budget with a cushion. Build a reserve fund equal to at least two to three months of operating expenses. Cash flow isn't a luxury—it's survival. 2. Material pricing can change overnight Lumber tripled in price. The costs of concrete, steel, and copper spiked. Even basic items like drywall screws saw shortages. For contractors who bid on jobs months in advance, these increases wiped out their profit margins. The most resilient contractors learned to: Add price escalation clauses in contracts. Limit the validity period of an estimate. Communicate openly with clients about material volatility. Lesson: Build flexibility into your pricing. Protect yourself in writing from market swings you can't control.   3. Diversification builds stability Some contractors relied heavily on one type of work, such as extensive remodels or commercial tenant improvements. When those markets slowed during lockdowns, their revenue disappeared. Others had more diversified income streams—such as small service calls, maintenance contracts, consulting work, or digital products—and were able to pivot. Lesson: Don't rely on one type of project or client. Diversify your work mix so when one stream slows, another sustains you. 4. Relationships matter more than ever When suppliers had limited stock, who got the materials first? The contractors have strong, long-standing relationships. When crews were in short supply, which subs stuck around? The ones treated fairly, paid promptly, and respected. Lesson: Invest in your relationships. Pay suppliers and subs on time. Be transparent with clients. In times of disruption, trust and loyalty can save your business. 5. Technology isn't optional anymore The pandemic accelerated the adoption of technology across the industry. Contractors who relied only on paper receipts, hand-written invoices, or in-person meetings found themselves at a standstill. Those using cloud-based bookkeeping, project management apps, digital invoicing, and video calls continued to move forward. Lesson: Adopt technology before you "need" it. Utilize digital systems for bookkeeping, estimating, contract management, and communication. It's not about replacing personal touch—it's about being adaptable when disruptions happen. 6. Lean teams are resilient teams   Many small contractors discovered they were carrying extra overhead—unused office space, underutilized vehicles, or administrative costs that didn't directly produce profit. During global disruption, reducing the crew to essentials, subs, and systems made survival possible. Lesson: Know your actual costs and eliminate waste. A lean operation is easier to sustain through downturns and easier to scale when demand returns.   7. Communication is your strongest tool   One of the biggest frustrations during disruption was uncertainty. Clients wanted updates. Subs wanted to know if they'd be paid. Suppliers were vague about delivery dates. Contractors who communicated clearly—even if the news wasn't good—earned respect. Those who stayed silent or overpromised quickly lost trust. Lesson: Make communication a priority. Share updates often and honestly. It builds confidence, even when circumstances aren't ideal.     8. Mental health and burnout are real   Global disruption didn't just strain finances—it strained people. Many contractors burned out from trying to keep jobs going under impossible conditions. Some worked longer hours to break even. Those who emerged stronger learned to set boundaries, delegate, and take care of themselves as much as they did their businesses. Lesson: You can't build a sustainable business if you're running on empty. Take time to recharge. A healthy owner leads a wholesome company.   9. Long-term planning beats short-term panic   Disruption exposed those who were running their business reactively and those who had systems in place for long-term stability. Contractors with business plans, financial tracking, and clear goals were able to make adjustments without losing direction. Those who made decisions only in the heat of crisis often compounded their problems. Lesson: Develop a Long-Term Strategy for Your Business. Even if the world shifts, you'll have a framework to guide your choices.   10. Adaptability is a competitive advantage   Perhaps the biggest lesson? The contractors who survived weren't always the strongest or the biggest—they were the most adaptable. They adopted new ways of working, revised their bidding process, experimented with various marketing approaches, and weren't afraid to adapt their business model. Lesson: Stay flexible. The ability to pivot quickly is more valuable than size or experience.   Final thoughts Global disruption has left scars on the construction industry, but it has also left lessons that we can't ignore. For small contractors, the takeaway is clear: Protect your cash flow. Write airtight contracts. Diversify your work. Invest in relationships and technology. Prioritize communication and your own well-being. Disruptions may come again—whether global or local. But the lessons you've learned now can make your business stronger, more resilient, and more profitable in the long run. About The Author: Norhalma Verzosa is a Certified Construction Marketing Professional and serves as the Web Administrator of Fast Easy Accounting, located in Lynnwood, WA. She holds a Bachelor's Degree in Psychology and is a Certified Internet Web Professional, with certifications in Site Development Associate, Google AdWords Search Advertising, and HubSpot Academy. She manages the entire web presence of Fast Easy Accounting using a variety of SaaS tools, including HubSpot, Teachable, Shopify, and WordPress.

    12 min
  2. Construction Estimates: Why Your Bids Should Spell Everything Out

    SEP 26

    Construction Estimates: Why Your Bids Should Spell Everything Out

    This Podcast Is Episode 645, And It's About Construction Estimates: Why Your Bids Should Spell Everything Out As a contractor, you've likely had this experience: you deliver a job estimate to a client, they accept, and you get to work. Everything goes smoothly—until halfway through the project when the client says, "Wait, I thought this included the backsplash," or "I assumed cleanup was part of the price." Suddenly, what you thought was a straightforward project turns into a debate about expectations. The client feels misled, you feel frustrated, and worst of all, your profit margin starts to shrink. The root problem? The estimate wasn't clear enough. In construction, your estimate is more than just a number—it's a roadmap. It tells your client what's included, what's not, and sets the financial foundation for your project. A vague or rushed estimate leads to misunderstandings, disputes, and, most importantly, lost profits. As construction bookkeeping specialists, we've seen time and again that contractors who take the time to create precise, detailed estimates consistently run more profitable jobs. Let's break down why your bids should spell everything out, and how doing so protects your bottom line. The Real Cost of Vague Estimates When your estimate is unclear, three things happen: 1. Scope Creep Becomes Inevitable If you don't define exactly what's included, clients will naturally assume more. Every "little" addition—a fixture change, extra paint coat, or a bit of demo—eats into your profit. Without a signed change order, you're essentially doing free work. 2. Client Trust Erodes A client who feels surprised by added charges won't just be upset—they'll question your integrity. Even if you're being fair, unclear estimates make you look unprofessional. 3. Cash Flow Suffers If you forget to include certain costs—like disposal fees, permits, or delivery—you'll end up covering them out of pocket. Multiply that over several jobs, and suddenly your bank account feels tight, even though you're "busy." What Clear Estimates Do for Your Business A well-written estimate does more than avoid disputes; it also facilitates effective communication. It creates a foundation for profitability: Protects Your Profit Margin – By listing labor, materials, and extras, you ensure that nothing is forgotten and everything is accurately priced. Manages Client Expectations – Clients understand precisely what they're getting and what they're not. No surprises, no arguments. Improves Professional Reputation – A polished, detailed bid positions you as a contractor who runs a serious business. This often justifies higher pricing. Simplifies Bookkeeping & Job Costing – Clear estimates help you track actual vs. estimated costs, making future bids more accurate.   What to Include in Every Estimate To protect your profit, your bids should cover more than just the basics. Here's what to spell out: 1. Scope of Work Detail exactly what work will be performed. For example: "Remove and replace 200 sq. ft. of flooring in the living room" is clearer than "Install flooring." 2. Materials List the materials included, specifying the grade or brand when possible. If clients want upgrades, they'll know it costs more. 3. Labor Costs Break down labor separately from materials. This not only clarifies pricing but also helps if the client questions why the project costs what it does. 4. Timeline & Scheduling Provide an estimated start and completion date, along with notes on potential delays (e.g., permits, weather, client decisions). 5. Exclusions Spell out what is not included. For example, disposal, electrical, or painting, if not part of your scope. This protects you from assumptions. 6. Change Order Policy Include language like: "Any work not listed in this estimate will require a signed change order before proceeding." This sets the expectation from the start. 7. Payment Terms Outline deposit requirements, progress payments, and final payment due dates. Clear payment terms support healthy cash flow. A Real-Life Example Let's say you bid on a bathroom remodel at $10,000. You wrote "install new tile floor" in your estimate. Halfway through, the client says they thought you were also retiling the shower walls. You now face a choice: Eat the cost and do it to keep the client happy (losing profit), or Argue that it wasn't included (damaging the relationship). If your estimate had said, "Install new tile floor, 200 sq. ft., client provides tile. Shower tile not included," the expectation would be clear. Any additional work would require a signed change order. No profit lost. How Clear Estimates Make Bookkeeping Easier From a bookkeeping standpoint, detailed estimates are gold. Why? Because they give you a clear benchmark for job costing, you can compare what you estimated vs. what you actually spent on labor, materials, and subs. Over time, this data makes your bids sharper and your margins more reliable. Without detailed estimates, your books become guesswork. You'll never know which jobs are profitable and which ones are draining your resources. Tips for Creating Clear, Professional Estimates Use Templates – Don't start from scratch each time. A standard estimate template ensures you never forget important details. Leverage Software – Even basic estimating tools or accounting software can help automate calculations and keep everything organized. Don't Rush – Take the time to measure, calculate, and spell things out. A rushed estimate often leads to rushed profits. Review Before Sending – Double-check that labor, materials, and exclusions are listed clearly. Keep Copies – Always save a signed copy for your records. Final thoughts In construction, profit isn't just about how well you build—it's about how well you plan. A clear estimate isn't busywork; it's a tool that protects your bottom line, manages client expectations, and sets you apart as a professional. Every time you prepare a bid, ask yourself: If someone who knows nothing about construction read this, would they understand precisely what's included and what's not? If the answer is yes, you're on the right track. Remember: Clear estimates lead to clear profits. Don't leave your success up to chance—spell it out, every time. About The Author: Norhalma Verzosa is a Certified Construction Marketing Professional and serves as the Web Administrator of Fast Easy Accounting, located in Lynnwood, WA. She holds a Bachelor's Degree in Psychology and is a Certified Internet Web Professional, with certifications in Site Development Associate, Google AdWords Search Advertising, and HubSpot Academy. She manages the entire web presence of Fast Easy Accounting using a variety of SaaS tools, including HubSpot, Teachable, Shopify, and WordPress.

    11 min
  3. Five Hidden Ways Contractors Lose Profits (And How To Stop It)

    SEP 5

    Five Hidden Ways Contractors Lose Profits (And How To Stop It)

    This Podcast Is Episode 644, And It's About Five Hidden Ways Contractors Lose Profits (And How To Stop It) Where did the money go? If you've ever looked at your bank account at the end of a busy month and thought, "I did all that work—so where did the money go?", you're not alone. This is one of the most common frustrations we hear from small business owners in the construction industry. You're booking jobs, staying busy, and delivering great work—but the profit doesn't seem to match the effort. As construction bookkeeping specialists, we've seen behind the numbers of dozens of small contractors. And time and again, we find the same hidden leaks draining their profits. The good news? Once you know what to look for, you can fix them—and finally start keeping more of what you earn. Here are five common ways contractors lose profits (without even realizing it)—and what you can do to stop the leaks. 1. Untracked Labor Hours: Working More Than You Billed Labor is often your most considerable cost. But for many small contractors, labor tracking is one of the weakest parts of their system. If you (or your crew) aren't logging actual hours worked on each job, you're likely underestimating how much time the project really took. That means you're effectively working for free on those "extra" hours. Real example: A contractor estimated a bathroom remodel at 40 hours of labor. The job actually took 55 hours. At $50/hour, that's $750 of lost profit—just from labor under-tracking. Multiply that across several jobs, and you can see how the profits evaporate. How to fix it: Use a simple time-tracking tool (like QuickBooks Time, or even a shared spreadsheet). Log hours daily—not at the end of the week when details are fuzzy. Compare estimated vs. actual hours after each job. This helps you improve future bids and spot inefficiencies. Bookkeeper's tip: If you track hours properly, I can show you job profitability in real time—and you'll see exactly which jobs (or crew members) are eating into your margin. 2. Unapproved Change Orders: Giving Away Work for Free Scope creep is the silent profit killer. A client asks, "Can you just add this?" and you say yes because it seems like a minor request. But those "little extras" add up quickly—and suddenly your margins are gone. Real example: A deck project initially included a standard railing. Midway through, the client asked for an upgraded design. The contractor agreed but never adjusted the invoice. The upgrade cost him $500 in materials and 10 extra labor hours—completely unpaid. How to fix it: Create a straightforward change order process. Stop work when clients request something new until the change is approved in writing. Even if it feels awkward, remember: change orders protect both you and the client by keeping expectations clear. Bookkeeper's tip: Keep a change order log for each job. We can help track approved vs. pending changes—so nothing slips through the cracks. 3. Material Waste and Overruns: Small Leaks, Big Losses Materials are another common leak. If you're not reconciling receipts against your estimates, you may be spending far more than you realize. It's not always theft or big mistakes—it's the little things: over-ordering, miscuts, lost supplies, or last-minute runs to the hardware store. Real example: A contractor estimated $5,000 in materials for a kitchen remodel. By the end, he had spent $5,800. That $800 didn't seem huge—but on a project with a $2,000 expected profit, it wiped out nearly half. How to fix it: Match every material receipt to the job. Track waste (e.g., lumber offcuts, unused drywall sheets). Build a small buffer into estimates (5–10%) to account for inevitable overruns. Do weekly check-ins: Are material costs still aligned with the budget? Bookkeeper's tip: If you send us your receipts consistently, we can flag when a job is trending over budget before it's too late. 4. Late Invoicing and Slow Collections: Cash Flow Gaps Many contractors do the work first and think about invoicing later. The problem is that late invoices result in late payments. And late payments can create cash flow crunches that force you to dip into savings, use credit, or delay your own bills. Worse, some clients "forget" to pay unless reminded. If you're not consistent about invoicing and follow-ups, you might never collect everything you've earned. Real example: A contractor finished a $10,000 basement project but didn't invoice until six weeks later. The client delayed payment for another four weeks. That's 10 weeks without income—while the contractor was already paying subs and suppliers. How to fix it: Invoice immediately at milestones—not weeks later. Use progress billing: collect deposits upfront, then bill at set phases. Set clear payment terms (Net 15, Net 30) in your contracts. Automate reminders using software like QuickBooks, Joist, or FreshBooks. Bookkeeper's tip: We can set up a system where invoices go out automatically and overdue payments are flagged—so you never have to chase clients down again. 5. Forgetting Overhead: Missing the True Cost of Running Your Business This is one of the biggest mistakes we see: contractors price jobs based only on direct costs (labor + materials) and forget to include overhead. Overhead is everything it takes to keep your business running, like: Truck payments and fuel Insurance and licenses Office supplies and software Marketing and advertising Your own salary! If you don't factor in overhead, you might think you made a profit—but really, you just broke even. Real example: A contractor charged $15,000 for a renovation. Materials and labor cost $11,000, so it looked like a $4,000 profit. However, once overhead was factored in (including fuel, insurance, phone, bookkeeping, etc.), the actual profit was closer to $1,200. How to fix it: Calculate your monthly overhead. Divide that into your billable hours or projects. Add it to every estimate. Bookkeeper's tip: We can calculate your overhead burden per job, so you'll know exactly how much to add to every quote to stay profitable. Recap: 5 Hidden Profit Leaks Untracked labor hours Unapproved change orders Material waste and overruns Late invoicing and slow collections Forgetting overhead Each of these may seem small, but together they can drain thousands of dollars from your business every year. The Bottom Line: You Don't Have to Keep Losing Money The difference between "busy and broke" and "busy and profitable" isn't more jobs—it's better control of your numbers. When you track your labor, materials, change orders, invoices, and overhead, you stop the leaks and keep more of the money you've already earned. And you don't have to do it alone. As construction bookkeeping specialists, we help small contractors: Track job profitability in real time Catch hidden leaks before they get worse Set up systems that save time and reduce stress Contact us today and get the help you need. About The Author: Norhalma Verzosa is a Certified Construction Marketing Professional and serves as the Web Administrator of Fast Easy Accounting, located in Lynnwood, WA. She holds a Bachelor's Degree in Psychology and is a Certified Internet Web Professional, with certifications in Site Development Associate, Google AdWords Search Advertising, and HubSpot Academy. She manages the entire web presence of Fast Easy Accounting using a variety of SaaS tools, including HubSpot, Teachable, Shopify, and WordPress.

    13 min
  4. Is It Time To Hire A Bookkeeper Or Keep Doing It Yourself

    AUG 29

    Is It Time To Hire A Bookkeeper Or Keep Doing It Yourself

    This Podcast Is Episode 643, And It's About Is It Time To Hire A Bookkeeper Or Keep Doing It Yourself A Real-World Guide for Small Construction Business Owners If you run a small construction business, you've probably worn every hat—from estimator and foreman to project manager and, yes, bookkeeper. Initially, doing the books yourself may have seemed manageable. But now, as you grow, you might be asking: "Do I need a bookkeeper, or can I keep doing this myself?" It's a valid question—and the answer depends on where your business is, where it's going, and how you manage your time and money. As construction bookkeeping specialists, we've worked with both first-time business owners and seasoned contractors. We've seen the difference it makes when you stop guessing at your finances and start getting reliable, real-time information from a professional. This post will break down the pros and cons of DIY versus hiring a bookkeeper, helping you determine which option is right for your business at this time. DIY Bookkeeping: The Pros Let's start with what's great about doing it yourself, because yes, it can make sense for some businesses in the early stages. 1. It's Low Cost (on the Surface) When money is tight, it's tempting to save every dollar. Doing the books yourself means you don't have to pay a monthly fee or hourly rate. 2. You Learn the Basics By managing your books, you get hands-on experience: How income and expenses are tracked What reports matter How invoices, payments, and taxes work That knowledge helps you communicate more effectively with professionals in the future. 3. You Stay Closely Involved No one knows your business like you do. DIY bookkeeping keeps you aware of every transaction, which can be helpful when you're building habits and financial awareness. DIY Bookkeeping: The Cons While DIY works in the beginning, it often becomes a liability as your business grows. 1. It's Time-Consuming Your evenings and weekends should be spent resting or planning, not catching up on receipts, reconciling bank accounts, or fixing errors from two months ago. Time spent doing books is time not spent building, selling, or strategizing. 2. Mistakes Are Easy to Make Without training, it's easy to: Misclassify expenses Forgot to reconcile accounts Lose track of job costs Miss important deadlines (like sales tax or quarterly estimates) These errors can result in IRS penalties, underpricing, or inaccurate reporting, which can harm your business. 3. Poor Financial Visibility Most DIY systems don't provide accurate job costing, cash flow forecasting, or profit tracking. If you don't know: How much are you really making per job When you can afford to hire or buy equipment Whether your prices cover your overhead …then you're not making informed decisions—you're guessing. 4. It Adds to Your Stress Let's be real: most contractors don't enjoy bookkeeping. It's one more task in an already overloaded day. That constant "I still need to do my books" feeling adds unnecessary pressure. When to Consider Hiring a Bookkeeper Hiring a bookkeeper isn't just about outsourcing busywork—it's about buying clarity, control, and peace of mind. Here's how to know it might be time. 1. You're Consistently Behind If you're weeks or months behind on categorizing expenses, reconciling bank accounts, or sending invoices, it's time for support. A good bookkeeper will not only clean up your books but also keep them up to date moving forward. 2. You're Making More Than $100K in Revenue Once your business is generating six figures or more, your financial picture becomes more complex: Job costing becomes essential Overhead needs to be tracked properly Taxes become more critical (and riskier to ignore) That's where a bookkeeper helps you protect what you're building. 3. You Want to Grow (Or Work Less) Whether your goal is to scale, take on larger jobs, or finally reclaim some weekends, hiring a bookkeeper frees up your time and mental space to make that happen. 4. You're Not Sure What Your Numbers Mean If you've ever looked at a Profit & Loss report and thought, "What am I supposed to do with this?"—that's your cue. A good bookkeeper doesn't just send you reports—they help you understand them and use them to improve your business. DIY vs. Hiring a Construction Bookkeeper: Side-by-Side Comparison Feature DIY Bookkeeping Hiring/Outsourcing 1. Cost Low upfront Monthly fee (varies) 2. Time required High Low (with some client input) 3. Accuracy Varies (risk of errors) High (with checks and clean records) 4. Stress level Often high Much lower 5. Job Costing & Profitability Often missing or incomplete Built-in and consistent 6. Tax readiness Risk of scrambling at year-end Clean books, ready for CPA 7. Scalability Harder to grow confidently Easier to plan and expand Common Concerns About Hiring a Bookkeeper (And the Truth) "Can I afford it?" Hiring a bookkeeper isn't an expense—it's an investment. Most of our clients save money long-term because: Their invoices go out on time They stop underpricing jobs They avoid late fees and missed tax deductions "What if I'm too disorganized?" That's precisely why you need a bookkeeper. A good one will help you build systems that work for you, not shame you for being behind. "Will they understand construction?" Not all bookkeepers do—but we do. We specialize in construction businesses and know how to track labor, materials, subcontractors, job profitability, and project phases accurately. How a Bookkeeper Helps You Grow Once your books are in order, you can: See which jobs are most profitable Adjust your pricing based on real data Budget for slow seasons Plan for hiring or equipment purchases Sleep better knowing your business is financially healthy You stop reacting and start leading. Final Thoughts: Don't Wait Until It's a Mess Suppose you're spending hours each month on books, avoiding financial check-ins, or unsure whether your job is making money. In that case, it's probably time to stop doing it yourself and outsource it to us. Hiring a bookkeeper is like hiring a subcontractor—you could do the work yourself. Still, someone with more experience and tools will do it faster, cleaner, and with fewer mistakes. You build homes. We'll help you build a business that lasts. Ready to Explore Bookkeeping Support? If you're ready to free up your time, reduce financial stress, and finally understand what your numbers are telling you, let's talk. We can go over: Where your books stand now What kind of support makes sense for your business How to set up a system that works (without drowning in spreadsheets) Your time is too valuable to spend chasing receipts and guessing at job costs. Let's fix that. About The Author: Norhalma Verzosa is a Certified Construction Marketing Professional and serves as the Web Administrator of Fast Easy Accounting, located in Lynnwood, WA. She holds a Bachelor's Degree in Psychology and is a Certified Internet Web Professional, with certifications in Site Development Associate, Google AdWords Search Advertising, and HubSpot Academy. She manages the entire web presence of Fast Easy Accounting using a variety of SaaS tools, including HubSpot, Teachable, Shopify, and WordPress.

    14 min
  5. How To Know If It's Time To Raise Your Rates Without Losing Clients

    AUG 22

    How To Know If It's Time To Raise Your Rates Without Losing Clients

    This Podcast Is Episode 642, And It's About How To Know If It's Time To Raise Your Rates Without Losing Clients A Practical Guide for Contractors Who Want to Stay Profitable—Without Scaring Off Business If you're like most small construction business owners, you've probably had this thought: "I'm working non-stop, but I'm still barely keeping up—should I raise my prices?" And then right after that, the fear kicks in: "What if I lose clients? What if no one can afford me anymore?" As construction bookkeeping specialists, we hear this frequently. Contractors are nervous to raise their rates because they worry it'll cost them jobs or damage their reputation. But here's the truth: Raising your rates isn't about greed—it's about survival. In this post, we'll guide you through understanding when it's time to increase your rates, how to do it without losing your best clients, and how your books can provide the data and confidence to price with clarity. Why Contractors Hesitate to Raise Rates Let's start with the everyday fears: "My clients won't pay more." "I'll lose out to cheaper competition." "What if I price myself out of the market?" These fears are common, but often based on assumptions rather than data. Low rates can hurt your business more than help it. They lead to: Burnout from overwork Poor-quality clients who expect a lot and pay late Inability to reinvest in tools, help, or marketing Projects that cost more than they bring in So let's flip the script. Instead of fearing a rate increase, let's explore how to raise with purpose—and use facts, not fear, to guide your pricing. 1. Start with Job Costing Before raising rates, you need to know one thing clearly: Are you actually making money on your jobs? Job costing is the process of tracking: Labor hours (including your own!) Material and supply costs Subcontractor fees Equipment and tool usage Permits, dump runs, gas, insurance A share of your overhead (office, truck, phone, software) Once you tally this up, compare it to what you charged. If you're seeing slim margins—or worse, negative ones—you're undercharging. Bookkeeper's Tip: Start by reviewing your last 5–10 jobs. Break them down into: Estimated vs. actual cost Hours quoted vs. hours worked Gross profit (before overhead) Net profit (after overhead) Even a simple spreadsheet can help you see which jobs are winners—and which ones need a pricing tune-up. 2. Watch for These Signs - It's Time to Raise Rates Still unsure? Here are seven signs it's time to raise your prices: 1. You're booked out for weeks (or months) This means demand is high, and your pricing may be too low. If people are lining up, a modest increase won't deter them. 2. You're working too hard for too little If you're exhausted, working weekends, and still not taking home enough, your rate is too low. Period. 3. You haven't raised your prices in over a year Material costs, fuel, insurance, and labor have all increased. If your rates haven't changed, you're likely absorbing the difference. 4. Your quality has improved Are you more skilled than when you started? Do you offer better results, smoother communication, or cleaner job sites? Then you should be charging for it. 5. You're attracting low-quality clients If you constantly deal with haggling, late payments, or poor communication, your pricing is attracting bargain hunters rather than quality clients. 6. Your tools, overhead, and team cost more Running a legit business costs money. If you're licensed, insured, and invest in quality, your rates should reflect that. 7. You're turning away work If you're saying no to jobs because you're too busy, that's a strong sign it's time to raise your prices and focus on higher-value projects. 3. How to Raise Rates Without Losing Good Clients You don't need to double your rates overnight or announce a price hike in bold letters. Here's how to do it strategically and professionally: A. Start with New Clients This is the easiest path. Quote your new price to new inquiries in the future. They won't know the old rate, so there's no resistance. B. Add Value, Not Just Cost When raising rates, remind clients of what they're getting: Better project management Faster turnaround Clearer communication Higher quality materials Insured and dependable work Frame your pricing as an investment, not just a fee. C. Offer Tiers or Packages For price-sensitive clients, offer a few levels of service: Basic (bare-bones scope) Standard (your usual full-service) Premium (extras like design, faster turnaround, etc.) This helps clients self-select based on budget without forcing you to underprice your work. D. Phase In Rate Increases If you work with repeat clients, give them a heads-up: "Due to rising material and labor costs, I'll be increasing my hourly/project rates starting [date]. I wanted to let you know in advance so we can plan accordingly." Most reasonable clients will understand, especially if you've consistently delivered value. 4. Use Pricing Psychology to Your Advantage Pricing is part math, part mindset. Here are a few tactics to make your price increases feel smoother: Avoid round numbers Instead of $1,000, say $1,175 or $3,950. It feels more calculated, not random. Anchor with options Show your higher price next to a more expensive (or less valuable) one. This frames your offer as the "just right" choice. Include a price breakdown. Show labor, materials, subs, overhead—so clients understand what goes into your rate. Be confident Clients can sense uncertainty. If you hesitate or over-explain, it creates doubt. Quote clearly and stand behind your values. 5. Track What Happens Next After you raise rates, keep an eye on: Win/loss rate (are fewer clients saying yes?) Job profitability (are you keeping more after costs?) Client satisfaction (any change in feedback or reviews?) Hours worked vs. income (are you earning more with less hustle?) Often, you'll find you're getting fewer clients, but better ones. And that's the goal: less chaos, more profit, and more control over your schedule. Final Thoughts You Deserve to Be Paid for What You're Worth You started your business to build freedom, not to be overworked and underpaid. Raising your rates isn't risky when data, systems, and experience back it. It's a sign of growth and professionalism. The right clients will respect it, and you'll finally start seeing the kind of income and balance your hard work deserves. Need Help Understanding Your Numbers Before You Raise Rates? As a construction bookkeeping specialist, we help contractors: Break down job costs Analyze profit margins Clean up financials Set pricing that actually works As we always say, Contractors like you deserve to be wealthy because you bring value to other people's lives. You don't need more jobs. You need the right jobs at the correct rate. Let's get you there. About The Author: Norhalma Verzosa is a Certified Construction Marketing Professional and serves as the Web Administrator of Fast Easy Accounting, located in Lynnwood, WA. She holds a Bachelor's Degree in Psychology and is a Certified Internet Web Professional, with certifications in Site Development Associate, Google AdWords Search Advertising, and HubSpot Academy. She manages the entire web presence of Fast Easy Accounting using a variety of SaaS tools, including HubSpot, Teachable, Shopify, and WordPress.

    13 min
  6. A Week In The Life Of A Profitable Contractor- Habits That Pay Off

    AUG 15

    A Week In The Life Of A Profitable Contractor- Habits That Pay Off

    This Podcast Is Episode 641, And It's About A Week In The Life Of A Profitable Contractor- Habits That Pay Off If you're a small construction business owner, you know what it feels like to be busy but not consistently profitable. You're running from job sites to supply runs to client meetings, answering calls at night, and still wondering where the money went at the end of the month. Here's the truth we see every day as construction bookkeeping specialists: The most successful contractors aren't just working harder—they've built weekly habits and systems that keep the business running while they build. In this post, we'll show you what a streamlined, systemized week looks like in a small construction business. Whether you're a solo contractor or leading a small crew, these routines can help you stay organized, improve your cash flow, and protect your profit. Why Weekly Habits Matter in Construction When you build consistency into your week, everything improves: You stop forgetting to invoice or follow up You get paid faster Jobs stay on schedule Clients feel informed (and complain less) You catch issues before they become emergencies The goal isn't to overload your week—it's to create a rhythm that keeps your business stable and growing, without requiring you to do everything at the last minute. Monday: Plan the Work, Work the Plan Morning – Weekly Kickoff Start your week with a short job planning session. Whether you're solo or managing a team, ask: What jobs are active this week? What phase is each job in? What materials, subs, or permits are needed? What deadlines are coming up? Use a whiteboard, spreadsheet, or project management tool (like Buildertrend or Trello). Assign daily goals to each job to ensure that nothing falls behind. Afternoon – Estimate & Lead Follow-Up Block off time to follow up on: New leads that came in over the weekend Outstanding estimates Questions from potential clients Even 30–60 minutes of focused follow-up keeps your pipeline warm and prevents "ghosted" leads. Pro tip: Utilize email templates for follow-ups and store lead information in a centralized location, such as a Google Sheet or CRM. Tuesday: Tidy the Books & Track Job Costs Morning – Track Labor & Materials Take 30–60 minutes to: Log hours worked so far (your crew's and yours) Review any receipts from the job site Match expenses to job names This provides a real-time view of how each job is performing against budget, enabling you to address issues before they escalate. Afternoon – Vendor Check-Ins Call or check with your suppliers: Confirm deliveries Handle any backorders Pay invoices on time (if possible to avoid late fees) Building good vendor relationships keeps your jobs on track and your business in good standing. Bookkeeper's tip: If you send us your receipts and labor updates every week, we can update the job cost reports and alert you if anything appears to be incorrect. Wednesday: Build and Communicate All Day – Focus on Production Mid-week is often when contractors are on-site all day. But don't go silent on your clients or back office. End of Day – Client Touchpoints Send a quick project update to each active client: What was completed today or this week? What's scheduled next? Are there any delays or updates they should be aware of? A 2-minute message can prevent hours of frustration or confusion. Systematize it: Use a weekly client update template or a shared project board where clients can check their progress. Thursday: Invoice, Collect, and Prepare for the Weekend Morning – Invoicing & Payments Every Thursday, review: What milestones were completed this week? What invoices should go out today? What payments are overdue? Send invoices promptly—don't wait until the end of the month. Progress billing maintains a healthy cash flow and reduces the risk of late payments. Afternoon – Financial Catch-Up Take another 30 minutes to: Send payment reminders Record payments received Pay subs (if applicable) Review your upcoming expenses Automation tip: Utilize QuickBooks, Joist, or another invoicing tool that automatically sends reminders. Friday: Review & Reflect Morning – Job Wrap-Up or Prep Use Friday mornings to: Finalize the week's job work Clean up job sites Prepare materials or tools for Monday Afternoon – Weekly Financial Review Block 30 minutes to review: Profit & Loss report Cash on hand vs upcoming bills Job profitability (are we still on budget?) Even a basic check-in provides insight into how your business is performing, not just how you perceive it's doing. What to ask your bookkeeper: Are we on budget for our active jobs? Did we hit our revenue and profit targets this week? Any unusual spending patterns? Weekend: Rest & Reset (Or Catch Up, Smartly) Use the weekend to rest—or if you need to catch up, keep it light: Review new lead inquiries Clean up receipts or paperwork Organize tools or truck inventory Try not to overload your Saturdays. You're running a business, not burning yourself out. Set boundaries: Let clients know you're unavailable on Sundays unless it's an emergency. Protect your peace. Recap: Weekly Rhythm for a Profitable Contractor Day Primary Focus Monday: Job planning & lead follow-up Tuesday: Job costs, receipts, vendor check-ins Wednesday: On-site work & client updates Thursday: Invoicing, collections, and financial review Friday: Job wrap-up, P&L check, planning Weekend: Light admin or complete rest This weekly flow doesn't have to be perfect. The point is to build structure into your week so you're not always reacting—you're leading. Why This Works When contractors follow a simple weekly routine: Jobs run smoother Clients are happier You get paid faster You make decisions based on facts, not gut feelings You work fewer nights and weekends You don't need to be a spreadsheet wizard or tech genius. You need systems that fit your workflow and a few key habits to stay consistent. And if you need help setting that up, that's where I come in. Need Help Building a Weekly System That Works? As construction bookkeeping specialists, we help small contractors: Automate financial tasks Track job costs easily Set up smart invoicing and reminders Build habits that protect profit Let's chat and streamline your week, so you can get back to building what you love. About The Author: Norhalma Verzosa is a Certified Construction Marketing Professional and serves as the Web Administrator of Fast Easy Accounting, located in Lynnwood, WA. She holds a Bachelor's Degree in Psychology and is a Certified Internet Web Professional, with certifications in Site Development Associate, Google AdWords Search Advertising, and HubSpot Academy. She manages the entire web presence of Fast Easy Accounting using a variety of SaaS tools, including HubSpot, Teachable, Shopify, and WordPress.

    13 min
  7. How To Build Systems That Support Your Construction Business

    AUG 8

    How To Build Systems That Support Your Construction Business

    This Podcast Is Episode 640, And It's About How To Build Systems That Support Your Construction Business Turning the 3 Pillars—Marketing, Accounting, and Production—Into Repeatable Routines(without adding more work) You've done the hard part—you're running a construction business, getting jobs, and turning out quality work. Perhaps you've even begun to refine your marketing, job costing, and project delivery strategies, thanks to the three pillars we've discussed: Attracting the Right Jobs, Controlling the Money, and Delivering Projects Profitably. But here's the next step that will take your business from reactive to reliable, from "just getting by" to scaling sustainably: You need systems. Not paperwork piles. Not more apps. Just smart, repeatable steps that make your business more efficient—even if you're still a one-person show. As construction bookkeeping specialists, we help contractors every day who are great at swinging hammers but are overwhelmed by admin. This post will show you how to build simple systems around your existing workflow, so you can run your business more smoothly, make better decisions, and free up your time. What Is a "System" Anyway? A system is simply a repeatable process that occurs consistently without requiring you to reinvent the wheel each time. It could be: A checklist An automation A template A recurring habit Or a combination of all of the above The goal is predictability—so your business can function smoothly whether you're at a job site or taking a day off (yes, that's allowed!). Why Small Construction Businesses Need Systems You might be thinking, "I'm not a big company—I don't need systems." But the truth is, you need them even more. Why? Because without systems: Every invoice is different Every client interaction takes extra effort You forgot to track your hours or materials You lose receipts or miss billing for change orders You're constantly reacting instead of planning The right systems save you time, reduce stress, and increase your profitability. And they don't have to be complicated. System #1: A Simple Lead-to-Job Process The Problem: You get an inquiry, scribble notes on paper, forget to follow up, or lose track of what was discussed. Sound familiar? The System: Create a basic lead intake form (Google Form, CRM tool, or paper checklist) Pre-qualify leads with a few standard questions: Project type, location, timeline, budget Save all client information in one place (e.g., Google Sheet, Notion, Trello). Use a standard estimate template so every quote includes: Scope Pricing Timeline Payment terms Send a welcome email template after a job is accepted (include next steps, policies, and what to expect) Bookkeeper's Tip: Keeping track of leads and estimates helps you compare projected vs. actual profits, so you can learn which jobs are truly worth your time. System #2: A Weekly Money Routine The Problem: You're too busy to check the books, so you don't know if you're making or losing money until tax time. The System: Set aside 30–60 minutes each week to review your finances: Reconcile transactions (or send to your bookkeeper) Check outstanding invoices Follow up on late payments Log hours worked and materials used (by job) Review your cash flow forecast for the next two weeks Even if you outsource the bookkeeping, your weekly check-in keeps you in control. Make it part of your Friday routine, just like packing up your tools. Bookkeeper's Tip: We can set up automated reports to send you a cash flow summary, job costing update, or overdue invoice list via email each week—no extra work on your end. System #3: Job Costing and Change Order Tracking The Problem: You think you're making money on jobs, but in the end, you can't say for sure, and you might've given away work for free. The System: Use a spreadsheet or job costing software (like QuickBooks Projects or Buildertrend) Track: Labor (hours × rate) Materials (receipts, delivery invoices) Subcontractors Permits, rentals, and other direct costs Add a simple change order log to each job file Description, date, price, status (pending/approved) Get approval before starting extra work   Bookkeeper's Tip: When you track jobs this way, we can help you compare estimated vs. actual costs and margins—so your future quotes get sharper and more profitable. System #4: Project Timeline & Client Communication The Problem: Clients get anxious when they don't hear from you, and scope creep happens when there's no clear plan. The System: Break each project into 3–5 major phases (demo, framing, finish work, etc.) Assign rough start/end dates Use a whiteboard, app, or calendar to stay on track Send weekly updates to clients (template email or quick text summary) "Here's what we completed this week… Here's what's next…" Bookkeeper's Tip: When jobs stay on schedule, you're more likely to invoice on time and get paid faster, which improves your cash flow. System #5: Receipts, Invoices, and Tax Readiness The Problem: You have a shoebox full of receipts and scramble to find documents when tax season rolls around. The System: Use a digital system like Dext, Hubdoc, or even a shared Dropbox folder Snap photos of receipts as you go—tag them with the project name Save estimates, signed contracts, and change orders in organized folders Send invoices promptly at milestones (use progress billing templates) Review reports monthly with your bookkeeper (Profit & Loss, Job Profitability, etc.) Bookkeeper's Tip: With clean books and digital records, tax time is painless—and you'll never miss a deduction. The Myth of "More Work" The biggest myth about systems is that they add more to your plate. In reality, they save you time and stress by preventing confusion, wasted effort, and missed revenue. Stop rewriting the same emails Stop digging for info buried in texts Stop guessing at prices or costs Stop forgetting to bill for work you did With systems in place, your business becomes predictable, profitable, and easier to manage—even as you grow. Ready to Systemize Your Construction Business? You don't have to figure this all out on your own. As construction bookkeeping specialists, we help small contractors establish and maintain systems that align with their workflow. Whether it's: Automating job costing Simplifying invoicing Organizing digital receipts Reviewing job margins Or building custom templates We'll help you take the guesswork out of your money—and give you back control of your time. Let's identify one or two areas in your business where a system could save you hours (and dollars) every week. You build homes. We'll help you build the business behind them. About The Author: Norhalma Verzosa is a Certified Construction Marketing Professional and serves as the Web Administrator of Fast Easy Accounting, located in Lynnwood, WA. She holds a Bachelor's Degree in Psychology and is a Certified Internet Web Professional, with certifications in Site Development Associate, Google AdWords Search Advertising, and HubSpot Academy. She manages the entire web presence of Fast Easy Accounting using a variety of SaaS tools, including HubSpot, Teachable, Shopify, and WordPress.

    13 min
  8. Pillar 3: Delivering Construction Projects Profitably

    AUG 1

    Pillar 3: Delivering Construction Projects Profitably

    This Podcast Is Episode 639, And It's About Pillar 3: Delivering Construction Projects Profitably A Construction Bookkeeper's Guide to Smarter Production for Small Contractors You've done the hard work: marketed your services, landed the job, and priced it to make a solid profit. But here's where a lot of small construction businesses lose money—even after doing everything right up to this point.   That moment is project execution—or what we in the business world call production.   As construction bookkeeping specialists, we've seen many jobs transition from profitable to painful simply because the contractor lacked systems in place to track costs, manage scope, or control labor once the work commenced.   Let's discuss Pillar 3: Delivering Projects Profitably, and how refining your production process can safeguard your profits, enhance your reputation, and alleviate stress.    Why "Doing the Work" Isn't Enough Many contractors assume that once the job starts, the hard part is over. But production is where the majority of the risk lives: Labor costs can balloon Materials may get wasted or delayed Clients can change their minds mid-project Subcontractors may not show up when they're supposed to Scope creep can kill your margins without you realizing it From a bookkeeper's point of view, this is when the numbers begin to go awry. Profitability doesn't just come from winning jobs—it comes from controlling how they're delivered. What "Delivering Profitably" Actually Means To deliver projects profitably, you need to finish the job: On budget On schedule With the client happy enough to pay (and refer you) It's not just about good craftsmanship. It's about project management. Whether you're a solo operator or have a small team, production needs structure. Fortunately, it doesn't need to be complicated. Where Small Contractors Lose Profit During Production Before we dive into solutions, let's look at where money is most often lost on the job site: 1. Untracked Labor If you don't know how many hours you or your crew are spending on a job, you can't compare it to your estimate. It's one of the most common profit-killers we see in the books. 2. Material Overruns Materials get lost, over-ordered, or wasted—especially if you're not reconciling purchases to job estimates. 3. Unbilled Change Orders Clients often add or alter project elements. If those changes aren't documented and billed, you're giving away free work. 4. Delays and Downtime Time is money. Waiting on materials, subs, or client decisions can derail your schedule and cost you future jobs. 5. Scope Creep "Can you just add this one little thing?" becomes a margin-eating monster when not adequately managed. Now, let's talk about how to prevent those losses and protect your bottom line. 7 Ways to Deliver Projects More Profitably 1. Start with a Clear Scope and Signed Agreement It may sound simple, but many contractors begin work without a detailed, signed agreement. You need: A detailed scope of work Payment milestones A change order policy Completion criteria This sets expectations and gives you leverage when things change (and they will). 2. Create a Simple Project Timeline Even a basic calendar or whiteboard showing: Job phases Material delivery dates Key milestones can help you stay on track and manage client expectations. Suppose you're using software like Buildertrend or Jobber, great. If not, even a shared Google Sheet can work. The goal is visibility. 3. Track Labor in Real Time You can't manage what you don't measure. Use time tracking tools (like ClockShark or QuickBooks Time), or even a shared text log, to record: Who worked For how long On which part of the job This allows you (and your bookkeeper) to identify when jobs are dragging and compare actual versus estimated hours. 4. Monitor Materials Closely Set up a simple system to: Track what materials were ordered Match receipts to jobs Avoid duplicate purchases If you have frequent material overruns, your bookkeeper can help you adjust future estimates and avoid surprises. 5. Enforce a Change Order Policy This one is HUGE. Every time a client asks for something outside the original scope, pause and issue a change order. Even a one-page form signed via email or a mobile app is sufficient. Change orders should: Define the change List any added costs or time Be signed before work continues When this is routine, you stop giving away "just one more thing" for free. 6. Communicate Early and Often Most client disputes happen when they're left in the dark. Set the standard for regular updates: A weekly progress email A shared photo log A short call every Friday This maintains high trust and prevents minor issues from escalating into unpaid invoices or negative reviews. 7. Review Project Profitability After Completion After every project, sit down with your bookkeeper (or even just your notes) and ask: What was the estimated vs. actual cost? Where did we exceed our budget or deadline? Did we bill for all extras? What should we do differently next time? This post-job review turns every project into a learning tool that improves your future estimates, planning, and pricing. Where Bookkeeping Supports Better Production As your construction bookkeeping specialists, we can help you: Track job costs accurately during the project Alert you when a job is going over budget Ensure change orders are captured and billed Break down labor and materials per project Provide job-by-job profit reports In short, good production data = good financial reporting. And when we work together, we can spot patterns that help you grow smarter. The Results of Controlled Production When you focus on project delivery as intentionally as marketing and money management, you'll start to see: Jobs finishing on time Less rework and missed items Higher profit margins Happier clients (which means more referrals) Reduced stress and better control of your schedule Over time, this builds a reputation that attracts higher-quality clients, enabling you to raise your rates with confidence. Final Thoughts Build Systems, Not Just Projects You know how to build a deck, remodel a kitchen, or manage a crew. But your business needs structure, too. When you build systems around how you deliver your work, you reduce chaos and protect your profits. Pillar 3: Production isn't about doing more—it's about doing smarter. With a bit of planning, tracking, and review, you can make every job a stepping stone to a stronger, more profitable business. Want Help Tracking Job Profitability? If you're tired of guessing how much money you're really making on each job, we can help you set up: Job costing systems Labor and material tracking Change order logs Profit and loss reports per project Let's get your numbers working for you. Book a free consultation today and let's build better systems together—so you can build a better business.

    13 min
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