Bookkeeping for contractors and service businesses in MetroWest and Greater Boston.

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Do I need a bookkeeper who specializes in construction?

The short answer is probably yes, if you’re running jobs with any complexity. A general bookkeeper can categorize income and expenses accurately, but construction accounting requires a different mental model that most generalists haven’t developed.

Job costing is the biggest difference. You need to track costs by project and often by phase within each project. A generalist might put all your materials in one expense category and give you totals that look correct but tell you nothing about which jobs made money and which ones lost it. For small business bookkeeping in MetroWest Massachusetts, this distinction matters because contractors need actionable data, not just accurate ledgers.

Then there’s progress billing and retainage. When you invoice on percentage of completion, the accounting gets more complex. Revenue recognition matters for tax purposes and for understanding your true financial position. Retainage receivable is money you’ve earned but won’t collect for months. A bookkeeper unfamiliar with construction might record it wrong or not track it separately at all.

Change orders, back charges, and job-specific allowances add layers that standard retail or service business accounting doesn’t encounter. A $50,000 change order isn’t just more income. It affects the job’s total contract value, the completion percentage, and potentially how you bill going forward. Your books need to reflect this accurately.

Work in progress reporting matters if you’re a contractor who needs bonding or wants a clear picture of where you stand on open jobs. This requires comparing costs incurred and billed amounts against total job budgets. Most general bookkeepers have never built a WIP schedule.

Subcontractor management adds another dimension. Tracking W-9s, issuing 1099s, ensuring proper documentation for each sub. Your bookkeeper should understand the relationship between subs and job costs so nothing falls through the cracks at year end.

You probably don’t need a construction specialist if you’re a solo tradesperson doing time-and-materials work with no overlapping jobs. Straightforward service invoices and categorized expenses will serve you fine. But once you’re juggling multiple jobs, using subcontractors, or billing on progress, the complexity increases significantly.

Working with someone who understands construction and contractor accounting means you get books structured around how you actually work. Your chart of accounts reflects jobs, phases, and cost types. Your reports show job-level profitability instead of just company-wide numbers. You can answer questions like “what did I actually make on that kitchen remodel after subs and materials?”

The risk with a generalist isn’t necessarily wrong numbers. The risk is numbers that are technically correct but operationally useless. Your total expenses might reconcile perfectly while hiding the fact that one job type consistently loses money. If you need data to price future work and understand which customers are worth pursuing, specialization matters.

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More Questions

Should I offer payment terms to customers?

It depends on your business type. Retail and consumer services typically collect at time of sale, but B2B services and contractors often need to offer terms to compete. The key is structuring them to protect your cash flow.

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What's the best bookkeeping method for small businesses?

Most small businesses do best with accrual basis accounting, though cash basis works for simpler operations. The method matters less than consistency and proper setup in your accounting software.

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How do I manage cash flow as a contractor?

Construction cash flow is uniquely challenging because you pay for materials and labor before clients pay you. Managing it requires deposits upfront, progress billing, weekly AR tracking, and cash reserves for slow periods.

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How much cash reserve should my business have?

The standard answer is 3-6 months of operating expenses. Where you land in that range depends on your revenue stability, fixed costs, and exposure to seasonal slowdowns or client concentration.

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How often should a small business do bookkeeping?

Monthly is the absolute minimum for accurate books. Weekly transaction review catches errors while they're fresh and prevents the dreaded backlog. Most small businesses benefit from consistent monthly closes with weekly check-ins during busy periods.

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Why won't my QuickBooks balance match my bank statement?

Mismatches usually stem from timing differences, duplicate entries, or edited transactions after reconciliation. Most can be fixed by checking pending transactions, looking for duplicates, and verifying your opening balance was set up correctly.

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Full-service bookkeeping firm serving contractors and small businesses in MetroWest and Greater Boston. From monthly bookkeeping to job costing and payroll, we bring 20 years of hands-on business experience to your back office. Locally owned in Bellingham, Massachusetts.

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