Your back office is the part of your business that never gets fixed because it is never the most urgent thing. Until it is. Late invoices, overdue payments, missing compliance docs, and no visibility into cash flow. The Back Office Engine turns that chaos into a system that runs itself.
Completing a project should not be the beginning of another project to get paid for it. But for most companies, that is exactly what happens.
Nobody has time to manually create invoices while also managing active projects. They get pushed to the weekend, to the end of the month, or to whenever someone remembers. Every day an invoice is late is a day you are financing your client's project for free.
You send an invoice and hope the check shows up. When it doesn't, nobody tracks it systematically. By the time someone follows up, it has been 60 or 90 days, and your cash flow is strained for no reason other than a lack of process.
Insurance certificates, lien waivers, permits, and warranty documentation are scrambled together at the last minute before every job or every payment application. The information exists somewhere. Nobody can find it quickly.
Some clients get regular updates. Others hear nothing until there is a problem. There is no system for project status updates, completion notices, or post-project follow-up. The experience your client has depends on which project manager they got.
Financial visibility requires manually pulling reports, cross-referencing spreadsheets, and reconciling data from three different systems. The owner has no real-time view of cash flow, accounts receivable aging, or project profitability without doing the work themselves.
A client calls about a warranty issue or a callback. It gets written on a sticky note or mentioned in a meeting. Nobody tracks it. Nobody follows up. The client calls again, frustrated. Your reputation takes the hit.
Invoices triggered automatically by project milestones, schedule of values, or completion events. The system pulls the right amounts, attaches the right documentation, and sends the invoice to the right person. Your team clicks approve instead of building invoices from scratch.
Every invoice is tracked from sent to paid. When payment is overdue, follow-up emails trigger automatically at 30, 60, and 90 days with escalating urgency. You see your full AR aging at a glance. No more payments that slip because nobody was watching.
Project status updates, completion notices, review requests, and satisfaction surveys sent automatically at the right moments. Every client gets a consistent, professional experience regardless of which team member manages their project.
Insurance certificates, lien waivers, permits, and warranty documents tracked, organized, and filed on schedule. The system alerts you before deadlines, not after. When a GC or client requests documentation, it is already compiled and ready to send.
Client service requests come in through a structured intake, get routed to the right person, and are tracked to resolution. Nothing gets lost on a sticky note. Your response time improves. Your reputation stays intact.
Real-time visibility into cash flow, accounts receivable aging, project profitability, and revenue by client or source. The data you need to make financial decisions without pulling it together manually. Updated live, not once a month when someone has time to run reports.
Pricing is based on the number of users who will actively work inside the system. The Back Office Engine is priced lower than the other engines because the implementation is typically less complex.
Automated invoicing, payment tracking, client communication, compliance workflows, service requests, and financial dashboards.
We integrate with whichever accounting platform you currently use. QuickBooks, Sage, Xero, and FreshBooks are the most common. If you use something else, we assess the integration options during the discovery call. We are not going to ask you to switch accounting software.
No. The Back Office Engine sits on top of your accounting platform and automates the workflows that feed into it. Invoices get generated, sent, and tracked in the system, then sync to your accounting software. Your bookkeeper or accountant keeps using the same platform they are comfortable with.
You define the triggers during setup. Invoicing can be tied to project milestones (50% complete, substantial completion, final), schedule of values line items, time-based billing cycles, or manual approval. The system generates the invoice with the correct amounts and documentation, then routes it for your review before sending. You stay in control of what goes out.
You set the tone. We configure the timing, messaging, and escalation levels based on how you want to communicate with your clients. Some companies want a gentle reminder at 30 days and a firm notice at 60. Others want a more direct approach. The automation handles the scheduling and sending. You control the voice.
Insurance certificates, lien waivers (conditional and unconditional), permits, warranty documentation, safety certifications, and any other recurring documentation your business needs to maintain. The system tracks expiration dates, sends renewal reminders, and organizes everything so it is ready when a client or GC requests it.
Most companies see ROI within the first 30-60 days. The savings come from two places: faster collections (invoices go out immediately instead of weeks late, and overdue accounts get followed up automatically) and reduced administrative overhead (the hours your team currently spends creating invoices, tracking payments, and chasing compliance docs). If you are carrying $50,000+ in receivables at any given time, tightening collections by even a few days has a meaningful impact on cash flow.
Cash flow in and out, accounts receivable aging by client and project, invoice status across all active projects, payment collection rate, project profitability, revenue by client or source, and outstanding compliance items. All updated in real time. The owner or financial lead opens one screen and knows the financial health of the business without pulling a single manual report.
Yes. When paired with the Production Engine, project completion events automatically trigger invoicing. When paired with the Revenue Engine, you get a complete view from bid to payment in one connected system. The engines are designed to work independently or together, and bundling two or more saves 15%.
The system does not replace your bookkeeper. It replaces the manual tasks that eat their time: creating invoices from scratch, tracking payment status in spreadsheets, chasing down compliance documents, and compiling financial reports. Your bookkeeper gets to focus on the work that requires judgment instead of the work that requires data entry. Most bookkeepers love the system because it makes their job easier, not obsolete.
We scope every engagement to what you actually need. If invoicing and payment tracking are the priority and compliance workflows can wait, we adjust the scope and the price accordingly. The discovery call is where we figure out what matters most right now versus what can be added later.
No. The system works without it and you own everything from day one. The retainer is for companies that want ongoing monitoring, up to 4 hours of monthly modifications, tool update maintenance, priority support, and a quarterly optimization review. That quarterly review alone typically identifies 2-3 workflow improvements that save more than the retainer costs. Most clients who start it keep it because the ROI is obvious, but it is never required.
Pair it with the Revenue Engine and Production Engine for a system that runs from first contact to final payment with no manual handoffs in between.
Automated bid intake, AI-powered takeoff, estimating, follow-ups, and proposals. The front end of the pipeline that feeds everything downstream.
Scheduling, dispatch, procurement, change orders, and field reporting. The delivery system that generates the completed work the Back Office Engine invoices for.
Book a discovery call. We will walk through your back office operations, identify where money is leaking, and tell you exactly what the Back Office Engine would look like for your business.