Case Study: How a Construction Company Fixed Payroll Chaos and Gained Financial Control

OVERVIEW

A regional construction firm serving multi-family residential developers was thriving in the field but falling behind in the back office. Their projects were growing in size and scope, but their internal financial systems hadn’t kept up.

Payroll was error-prone, invoicing lagged weeks behind project milestones, and visibility into real-time financial performance was nonexistent. With dozens of contractors on rotating schedules and project costs fluctuating daily, the team found themselves reacting to problems instead of planning ahead.

The construction company's leadership knew that disorganization in the office could threaten execution in the field. To keep growing, they needed a financial infrastructure as strong as their construction crews.

THE PROBLEM

The company’s internal financial processes were built for a much smaller operation. As they scaled, cracks began to show – particularly in payroll, expense tracking, and reporting. The challenges they faced included:

• Inaccurate Payroll: With field teams working different shifts across multiple sites, time tracking was inconsistent. Payroll required hours of manual reconciliation every week – and mistakes still slipped through, impacting morale and compliance.
• Delayed Invoicing: Project managers submitted invoices late or with incomplete backup, delaying collections and cash flow. The team struggled to match job costs to revenue in real-time, affecting decision-making.
• Lack of Oversight: Leadership had no reliable visibility into project-level profitability or overhead costs. There was no WIP reporting.
• Outdated Tools: The team used basic accounting software and spreadsheets, with no integration between payroll, time tracking, and job costing systems.
• Cash-based accounting: Because the team collected early milestone payments and then conducted work well after most of the remainder of the project payments had been collected, they had no idea if they were profitable at any given time. This was the most significant issue.

The internal chaos wasn’t just inefficient – it was holding the business back from bidding on larger projects and operating with confidence.

THE SOLUTION

kept.pro partnered with the construction firm to rebuild their financial infrastructure from the ground up. Our goal was to create systems that supported growth without adding unnecessary complexity or headcount.

Key improvements included:

• Payroll Automation: We implemented a mobile-friendly time tracking system that allowed field workers to clock in by location. This data flowed directly into payroll, reducing processing time and virtually eliminating errors.
• Job Costing Alignment: Every cost – labor, materials, and overhead – was assigned to the right job in real-time. We configured the accounting system to generate project-level P&Ls, helping leadership track profitability with clarity.
• Invoicing Workflow: We established standardized invoicing templates and approval flows. PMs received automated reminders to submit accurate documentation, accelerating billing cycles and improving cash flow.
• Modern Accounting Stack: We migrated the firm to QuickBooks Online with integrated tools for time tracking and expense management. Custom dashboards gave leadership visibility into KPIs in time to inform decisions.
• Strategic Oversight: kept.pro provided controller-level support, reviewing financials monthly and advising on margins, overhead allocation, and cash management.
• Accrual-based Accounting: Matching revenue to expenses every single month and correctly identifying deferred revenue through reliable WIP reporting made all the difference.

With the right tools and expert guidance, the construction firm gained operational control without hiring an internal finance team.

THE RESULTS

The transformation had an immediate and lasting impact:

• Streamlined Payroll: What once took hours now takes minutes. Payroll errors have virtually disappeared, and field teams trust the process.
• Faster Invoicing & Payments: Billing cycles shortened by over a week, improving cash flow and reducing stress on the finance team.
• Project Profitability Visibility: For the first time, leadership can see which jobs make money and which don’t before it’s too late to course-correct.
• Scalable Infrastructure: With modern systems in place, the firm took on bigger projects and continues to grow confidently without overwhelming the back office.

kept.pro didn’t just fix a few processes – we helped build a financial foundation sturdy enough to successfully support the company as it went through its next phases of significant growth.

READY TO GET YOUR FINANCIAL HOUSE IN ORDER?

If you’re a construction leader frustrated by outdated systems, payroll chaos, or invisible job costs, we can help.

At kept.pro, we partner with construction firms to implement smart, scalable financial systems that don’t slow you down. From integrated payroll to controller-level support, we provide the clarity and control you need to run a stronger business.

Let’s talk about how we can help build your back office. Schedule a free financial assessment today.