Introduction
For construction projects to run smoothly, progress billing certification is essential. Typically, an architect or project manager must review and certify each payment application to verify the work completed. However, without organized access to previous payment applications and records, this process can become held up by delays, especially when corrections or comparisons are required. These delays in billing certification can lead to late payments, cash flow issues, and frustrated project teams.
Relatable Scenarios
Consider Maplewood Builders, a general contracting firm specializing in high-end residential projects. With multiple projects running simultaneously, their project managers are responsible for reviewing and certifying payment applications submitted by subcontractors.
Each payment application has to be compared to previous ones, with special attention paid to any corrections made to line items. However, the project managers often struggled to keep track of prior applications, corrections, and documentation, which were scattered across emails and physical files.
In one instance, a project manager at Maplewood Builders spent hours sifting through old emails and folders to verify an updated line item in a payment application. This back-and-forth led to a week-long delay in certifying the application, holding up a significant payment to a subcontractor.
The delay created a ripple effect, affecting the project timeline and cash flow, as well as straining the relationship with the subcontractor who was relying on that payment to keep their own team on track. These repeated delays in certification also put pressure on the finance team, who needed accurate billing information to maintain cash flow projections.
APARBooks’ Solution
To resolve these issues, Maplewood Builders implemented APARBooks to streamline their progress billing certification process. With APARBooks, all payment applications and related documentation are stored in an organized, digital archive, with each project’s files clearly categorized. This makes it easy for project managers to locate and reference previous payment applications, corrections, and line items within seconds, reducing the time spent on document searches.
APARBooks also provides a clear history of each payment application, allowing the project manager to quickly review past certifications and line item changes without combing through stacks of paperwork or emails. By eliminating manual document handling and bringing all records under one digital platform, APARBooks enabled Maplewood Builders to certify billing applications faster, ensuring that subcontractors were paid on time and keeping the projects on schedule.
With APARBooks, Maplewood Builders has greatly improved the efficiency of its progress billing certification process. Project managers now save hours each month that were previously spent searching for old files, and the system’s organized layout allows them to access past applications effortlessly.
The quicker certification process has led to faster payment processing, improved cash flow, and stronger relationships with subcontractors who appreciate the timeliness and reliability. APARBooks has transformed Maplewood Builders’ approach to project documentation, ensuring that all necessary files are at their fingertips, reducing administrative burdens, and supporting on-time project delivery.
