Back Office Support for Construction Companies: Keep Your Jobs Moving

In construction, time is money—but so is paperwork. Between bids, estimates, change orders, AIA billing, lien waivers, and job-cost reports, even well-run crews can get slowed down by admin work. If your field teams are waiting on POs, your cash flow is waiting on invoices, or your pipeline is buried in email, you’re leaving margin on the table.

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Contractor Back Office delivers complete back office support for construction and contracting companies, so your team can focus on winning work, building safely, and getting paid faster. We handle bids, estimates, invoicing, CRM management, clerical work, bookkeeping, marketing, website management, social media, email & calendar management, and SEO—all as a seamless extension of your company.

What Is Back Office Support for Construction Companies?

Back office support in construction covers the administrative, financial, and marketing operations that keep your business moving behind the scenes:

• Bid & Estimate Support: RFP intake, takeoff coordination, proposal assembly, scope clarifications, alternates, and follow-ups

• Invoicing & Billing: Progress billing (including AIA), change order documentation, lien waivers, pay apps, collections support

• Bookkeeping & Job Costing: Accounts payable/receivable, reconciliations, cost codes, WIP reports

• CRM Management: Lead tracking, pipeline hygiene, follow-ups, proposals, and customer communications

• Clerical & Executive Assistance: Email triage, calendar management, contract and COI tracking, sub/vendor onboarding

• Marketing & Growth: Website management, SEO, Google Business Profile, social media management, content, and reputation

• Systems & Process: Templates, SOPs, dashboards, automations, and tool integrations

In short: We run your back office so you can run the job.

Who We Serve

Contractor Back Office supports general contractors, specialty trades, and service contractors, including:

• Excavation, Concrete, Masonry, Paving & Asphalt

• Site Work & Utilities

• Framing, Drywall, Roofing, Siding

• Electrical, Plumbing, HVAC & Mechanical

• Painting, Flooring, Carpentry

• Commercial & Residential Service Contractors

Whether you’re a growing sub adding crews or a GC looking to expand margins and tighten controls, we tailor back office support to your scope, tools, and processes.

Our Construction Back Office Services (Done For You)

Bids & Estimates

• RFP intake and bid calendar management

• Planroom monitoring and addenda tracking

• Takeoff coordination and quantity verification

• Proposal drafting, scope sheets, and alternates

• Prequalification forms and documentation

• Bid follow-ups and win/loss tracking

Invoicing, AIA Billing & Collections

• Progress billing, retainage, and schedule of values

• Change order logs and documentation

• Lien waivers and compliance packages

• Accounts receivable follow-up and collections cadence

• Payment portal setup and remittance tracking

Bookkeeping & Job Costing

• A/P and A/R processing, vendor management

• Bank/credit card reconciliations

• Cost code mapping and budget vs. actuals

• WIP reporting and month-end close support

• 1099 prep coordination (with your CPA)

CRM & Pipeline Management

• CRM setup, data hygiene, and pipeline stages

• Lead capture and automated follow-ups

• Proposal templates and e-sign workflows

• Hand-off from sold job to production and accounting

Clerical, Email & Calendar Management

• Inbox zero routines and priority triage

• Calendar blocking, field meetings, bid deadlines

• Document control: contracts, COIs, submittals

• Subcontractor onboarding and COI compliance

Marketing, Website, Social & SEO

• Website updates, performance, and analytics

• Local SEO (maps, citations, reputation)

• Service pages and landing pages that convert

• Social media management (LinkedIn, Facebook, Instagram)

• Content plans for ranking and lead generation

• Paid campaigns (optional) with ROI dashboards

Tooling & Integrations: We work with your stack—e.g., QuickBooks, Sage, Procore, Buildertrend, CoConstruct, ServiceTitan, Jobber, Smartsheet, HubSpot, Monday, Google Workspace, and Microsoft 365. If you don’t have a stack yet, we’ll recommend one that fits your trade, crew size, and budget.

The Contractor Back Office Difference

• Construction-first expertise: We understand GCs, subs, AIA pay apps, retainage, and job-cost accounting.

• Complete scope: Admin + finance + sales + marketing under one roof—no juggling multiple vendors.

• Speed & visibility: Clear SLAs, dashboards, and updates so nothing slips (or surprises you).

• Scalable model: Add or dial back services as projects and seasons flex.

• Data discipline: Clean data, standardized naming, and repeatable processes = reliable reports and faster decisions.

How It Works

1. Discovery & Back Office AuditWe review your pipeline, billing cycle, books, inbox, CRM, and tools. You get a prioritized action plan.

2. Onboarding & SOPsWe build checklists, templates, naming conventions, and dashboards aligned to your teams and trades.

3. Execution & ReportingWe handle the work daily/weekly. You’ll see KPIs like DSO, bid-hit rate, WIP accuracy, and pipeline health.

4. Continuous ImprovementQuarterly reviews to tighten cash flow, strengthen pricing, and align your ops with growth targets.

   
   

Results You Can Expect

• More bids out, faster: Hit more deadlines with organized bid calendars and follow-ups.

• Cleaner numbers, fewer surprises: Real job-costing and WIP visibility you can trust.

• Faster billing & collections: Structured cycles, complete documentation, and a steady AR cadence.

• More qualified opportunities: Website and local SEO that drive the right leads, not just clicks.

• Time back: Owners, PMs, and supers spend more time on production—not paperwork.

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FAQs

Do you replace our accountant or CPA? We handle day-to-day bookkeeping and reporting. We coordinate with your CPA for tax strategy and filings.

Can you work with union or certified payroll? Yes—scope varies by jurisdiction and toolset; we’ll confirm requirements during onboarding.

Who owns our data and accounts? You do. We operate in your systems (or spin up new ones in your name).

Is this virtual or onsite? Primarily virtual with structured meetings. Onsite options available for onboarding or special projects.

How do you measure success? Bid throughput, win rate, DSO (days sales outstanding), WIP accuracy, pipeline health, website traffic/leads, and executive time reclaimed.