Managed month-end billing for commercial subcontractors
Every pay app out the door before cutoff.
We collect, check, and assemble the lien waivers and compliance documents that hold up your payment, then hand you a signature-ready package for every GC, every month.
For commercial subs billing five or more general contractors a month.
Your billing month
30 daysIllustrative month — not client data. Cutoffs vary by GC.
The problem
The last week of every month.
Each GC wants its own pay-app form, its own waiver form, its own portal, and its own cutoff. Nothing is standard.
Every vendor and sub-sub on the job owes a waiver — the right type, the right through-date, the right amount — and one is always late.
When it is, the GC holds the whole draw. The work is done. The money waits another cycle. You float payroll.
“We finished the work in June. It’s September. A $4,000 waiver from a supply house didn’t make cutoff, so the draw didn’t go.”
Illustrative example — not a client quote.
It isn’t just your office
Subcontractors are financing the job while the paperwork catches up.
Average wait from submitting a pay app to getting paid.
Of subcontractors floated payroll from their own pockets in the past year while waiting for payment.
Of subcontractors are consistently paid on time.
Source: Siteline, The State of Subcontractor Billing, 2025 and 2026 industry surveys of construction finance professionals.
What we take off your plate
The package, handled. The decisions, yours.
For the projects and GCs we agree on, every month:
- Know who owes what. We track which vendors and sub-subs owe documents for each project and pay period.
- Request early, on the right form. The GC’s waiver form, the correct through-date, the correct amount — sent at the start of the period, not the end.
- Follow up until it arrives. A defined cadence, then a clear escalation to your team for the vendors who need a phone call.
- Verify every returned document. Type, date, amount, and signature checked against what was requested — before it goes in the package.
- Assemble in each GC’s format. Pay app, waivers, and compliance documents in the order and form that GC’s portal expects.
- Hand you a signature-ready package. Before cutoff, with a short list of anything still outstanding and why.
You keep every decision. Nothing is signed, submitted, or waived without you.
One month, one project
What the month looks like once it runs.
Illustrative workflow — not client data.
How it works
Measure it. Fix one cycle. Then keep it running.
Step one
Billing Assessment
We map your month-end: GCs, forms, portals, vendors, and how often packages come back. You get a baseline and a straight recommendation — even if it’s “fix job costing first.”
Output: a baseline and a decision.
Step two
Waiver & Compliance Collection
We stand up collection and verification for one live billing cycle against an agreed target: every required document in hand a set number of days before cutoff.
Output: one clean cycle, on record.
Step three
Managed Month-End Billing
We run it every month, extend to full package assembly, and report against your baseline: days to package, kickbacks, and days to payment.
Output: month-end becomes a review, not a scramble.
Scope is set by active projects and GCs, with a defined exception allowance. Pricing follows the agreed scope. Where documents come back as scans or phone photos, we use software that reads them and flags anything it isn’t sure about for a person to check.
You keep control
Useful help. Clear boundaries.
You sign.
Every waiver and pay app crosses your desk before it goes anywhere. We prepare; you approve.
Agreed access.
Which systems and documents we touch is defined in writing before we touch them.
Checked, not trusted.
Every returned document is verified against what was requested. No item goes in the package on assumption.
A clear exception path.
When a vendor won’t respond or a number doesn’t match, you get the facts with the case attached — not a mess to untangle.
OpOrd prepares billing packages. We don’t give lien-rights, notice-deadline, or legal advice, and we don’t handle disputes with GCs or vendors. Those stay with you and your attorney.
Is this for you
Built for a specific kind of shop.
A good fit
- Commercial specialty subs — electrical, mechanical, plumbing, fire protection, drywall
- Billing 5–20 general contractors a month
- AIA-style pay apps with waiver packages
- An office of one or two handling billing alongside everything else
- A missed cutoff or a kicked-back package in the last year
Probably not
- Residential or time-and-materials-only work
- A single GC relationship
- A dedicated billing department that already runs clean
- Looking for lien-law or collections advice
About
Founder-led. Verification-first.
OpOrd is founded by John Vaughan. His background in engineering and operations shapes a simple approach to recurring work: understand the process, make responsibilities explicit, and verify every handoff. This is a founder-led business — the first engagements are run by him directly, which is why we take on a limited number at a time.
Questions
The things owners ask first.
Do you sign or submit anything for us?
No. We prepare the package and hand it to you ready for signature. You approve, sign, and submit — or authorize the upload after you’ve signed.
Do we need new software?
No. We work from your existing accounting or job-costing system and each GC’s forms and portals. If you already use a billing tool, we work alongside it.
Is this legal advice?
No. Lien rights, notice deadlines, and statutory waiver forms stay with your attorney. We prepare documents on the forms your GCs require; we don’t interpret lien law.
What does it cost?
Scope is set at the assessment, by active projects and GCs, and pricing follows that scope. We’re not publishing a rate card until we’ve run this with customers and can stand behind the numbers.
What happens when a vendor never responds?
We exhaust the agreed follow-up cadence, then hand you a specific exception — vendor, project, document, amount, attempts made — so your team can make one phone call instead of a week of them.
Will this get us paid faster?
We don’t promise that, because GCs and owners control payment timing. What we commit to is the part that causes holds: complete packages, in the right format, before cutoff. We baseline your days-to-package, kickback rate, and days-to-payment at the start and report actuals against them.
Start here
Which GC held your last draw?
Tell us how many GCs you bill, what usually goes wrong, and when your next cutoff is. We’ll start by deciding whether this is the right problem to fix.