For the office manager and bookkeeper who keep it all together

Everything that crosses your desk

If you're the office manager or the bookkeeper, you see the paper before anyone else does. Bills come in by email, lien waivers come in late, and a sub's insurance expires without anyone telling you. You keep the company moving, and you've probably retyped the same bill three times to do it.

CFOS reads from and writes to QuickBooks Online, so the work you do in CFOS is posted to the books for you. QuickBooks still keeps the books. Your chart of accounts and your reconciliations stay where they are.

Coding bills to jobs from the bills inbox

Set up a bills inbox and have vendors, or you, email each bill to it. CFOS reads the bill, codes it to a job and cost code and checks it against the PO. You review what it read instead of keying it in.

When a bill doesn't match, you see it flagged, so a duplicate or an over-PO invoice gets caught before it's paid. That check used to depend on somebody remembering the PO. The coded bill is written to QuickBooks as a bill, and the job cost updates within the hour.

Lien waivers and COIs without the hunt

Vendors upload lien waivers and certificates of insurance to a vendor portal, or email them in. CFOS reads each one when it comes in. A document that's missing, or expiring within 30 days, is flagged red on the vendor.

Before you cut a check you can see who's clear and who isn't. A W-9 is never kept whole, so you aren't storing tax IDs in a shared folder. Vendors can also see their own payments in the portal, which cuts down the where's my check calls.

Pay apps, bank matching and collections

Pay apps start from the schedule of values and produce G702 and G703 forms, for lump sum and unit price jobs, with retainage and stored materials. You send the app to the GC from QuickBooks, or log it if the GC uses another system. Revisions are kept, so you can show what was sent and when.

Bank matching and bank coding put the transactions against jobs and accounts, so you clear the month without a spreadsheet. The AR and AP aging and a collections list tell you who to call this week. You work the list from the top and note each call.

What you stop doing

You stop retyping bills into QuickBooks, rebuilding pay apps in a spreadsheet each month and hunting through email for a waiver. You also stop answering the owner's question about where a job is, because the owner can look it up. That alone saves a few interruptions a day.

The goal is a smaller pile at the end of the week. Your judgment is still in the loop on every bill and every pay app. You just aren't typing anymore.

• Retyping bills into QuickBooks
• Rebuilding pay apps each month
• Chasing missing waivers and COIs by email

What you see and what you don't

Your seat sees AP and AR, vendors, the bills inbox, pay apps and the bank. It doesn't see margins by job unless the owner turns that on. That's by design, and it's a setting the owner can change for you any time.

The same limits apply when you ask Claude or ChatGPT a question. It sees only what your sign in allows. The owner doesn't have to wonder who has seen which numbers.

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What people ask

• G702 and G703 pay apps from your schedule of values
• For PMs who want to know how the job is doing
• Job costing for contractors doing $1M to $10M a year
• Job costing software that runs on QuickBooks
• Use all of it, or just the part you need
• One price. Every module. Priced by your revenue.

QuickBooks is a trademark of Intuit Inc. Run On CFOS isn't affiliated with Intuit.