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I will clean up your contractor invoicing and purchase orders
Permit Packets and COI Tracking and Pay Apps for Contractors QuickBooks
Mathew Kires — Construction Administrative Coordinator in Syracuse, NY. Monthly I coordinate 15+ permit filings (contracts, insurance, fees); weekly I process 40+ invoices and POs in Salesforce, verif...
About this Gig
Behind most cash flow problems at small contracting shops is a paperwork problem: invoices that never went out, POs that don't match what was delivered, sub invoices sitting in an inbox unentered, change orders done on a handshake nobody can bill. This gig is a focused cleanup sprint on exactly that pile.
I'm a construction administrative coordinator invoicing, POs, and subcontractor payments are my daily work. Before construction I spent years in freight bill auditing, the same discipline: match the document to the agreement, catch the discrepancy, fix the record.
Send me your pile and I work it in focused blocks: every invoice matched to its PO or contract, every discrepancy on a written exception list, every unbilled change order surfaced with the documentation it has and an honest note on the ones that don't. If a number can't be supported by a document, it goes on the exception list for your decision. It never gets quietly 'fixed.'
Hourly blocks in agreed sprints, written summary at the end of each block. Reachable 24/7 message any time.
Business type:
Solopreneurs
•
SMBs
Industry:
Construction
•
Government & public sector
•
Real estate
FAQ
What systems do you work in?
QuickBooks Online, Excel/Google Sheets, and plain document piles (PDFs, scans, email). I'm not a CPA and this isn't bookkeeping or tax work — it's document-level cleanup: matching, organizing, entering, and flagging. Your bookkeeper gets a clean file to work from.
How do I know what you did with the hours?
Every block ends with a written summary: what was processed, counts (invoices prepared, POs matched), and the exception list. No summary, no billing for the block — that's the deal.
What if you find a real problem — like a double-paid invoice?
It goes on the exception list with the documents behind it, flagged clearly. What you do with it is your call; my job is to make sure you see it with evidence attached.
Can this become a regular thing?
Yes — most cleanup clients move to a small monthly block so it never piles up again. Message me and I'll set up a custom offer at the same hourly rate.
Do you make collection calls?
No. I make the paperwork airtight — invoice matched to PO, proof of delivery attached — so the invoice is hard to dispute. The calling stays with you.
