Top Invoicing Tools for Contractors: Improve Accuracy and Speed

Invoicing may seem like a back-office task, but in the construction world, it's tied directly to cash flow, project continuity, and client trust. If you're a contractor, you’ve likely faced delays in payment because of unclear or late invoices. The reality is this: inaccurate invoicing costs time, money, and sometimes, client relationships.

With the right invoicing tools for contractors, you can turn a frustrating, error-prone process into a streamlined operation. Whether you're a solo contractor or managing a team across multiple job sites, the right tools can help you invoice faster, more accurately, and with fewer disputes.

Why Contractors Need Specialized Invoicing Tools

Construction invoicing involves complexities such as progress billing, retainage, change orders, and job costing, which are not commonly found in other industries. Therefore, using construction invoicing software tailored for these requirements ensures that your invoices reflect actual project progress and contractual obligations.

Features to consider include:

• Progress billing capability

• Support for retainage calculations

• Integration with job costing and project management systems

• Customizable invoice formats

• Mobile access for on-site billing

Detailed Review of Top Invoicing Tools

1. QuickBooks with Construction Add-ons

QuickBooks is one of the most recognized accounting solutions in the world. However, for the construction industry, its true power comes when paired with construction-specific add-ons such as Method, Knowify, or JobPower.

Key Features:

• Job Costing: Allows contractors to track labor, materials, and overhead by individual job or project, offering real-time cost insights.

• AIA Billing Support: Through compatible add-ons, QuickBooks supports industry-standard AIA (American Institute of Architects) billing, essential for commercial projects.

• Integration with Banking: Seamlessly syncs with your business bank accounts, credit cards, and payroll services to ensure comprehensive financial visibility.

• Mobile Access: QuickBooks Online version allows on-the-go invoice creation, approvals, and expense tracking from any device.

Why Contractors Should Consider It: 

Ideal for small and medium-sized construction businesses that want to integrate accounting, job costing, and billing into a single platform. Highly customizable but may require third-party integrations for full construction functionality.

Read more: QuickBooks Online vs. Desktop: How to Choose the Best for Your Company

2. Knowify

Knowify is designed exclusively for contractors and construction professionals, offering an all-in-one solution for project management, cost estimation, and invoicing.

Key Features:

• Project Management Integration: Ties project progress to billing, ensuring accurate progress billing and contract fulfillment.

• Retainage and Change Order Management: Built-in tools for managing retainage amounts and handling change orders without disrupting billing processes.

• Budget vs. Actual Tracking: Offers real-time cost comparison to help contractors monitor profitability.

• Client Portal: Allows clients to view invoices, approve quotes, and make payments digitally, improving communication and cash flow.

Why Contractors Should Consider It: 

Perfect for commercial contractors and specialty trade businesses needing tight integration between project management and invoicing. Reduces administrative overhead and prevents common billing errors.

3. Joist

Joist caters to independent contractors, handymen, and small-scale construction businesses that require quick, efficient invoicing without complexity.

Key Features:

• Mobile-First Design: Fully functional iOS and Android app enabling users to estimate, invoice, and accept payments directly from their phones or tablets.

• Customizable Templates: Create professional-looking estimates and invoices tailored to your brand.

• Client Financing Option: Offers financing solutions to customers, potentially increasing job approvals and project funding.

• Built-in Payment Processing: Accept credit card and bank payments instantly, improving cash flow.

Why Contractors Should Consider It: 

Best suited for solo operators or small crews who prioritize speed and simplicity. Lacks extensive project management features but excels at delivering easy, professional invoices on-site.

Read more: How to Choose the Right Invoicing Software For Small Businesses

4. Buildertrend

Buildertrend is a comprehensive cloud-based construction management platform that includes a robust invoicing system as part of its broad feature set.

Key Features:

• Progress Billing & Retainage Calculation: Automatically generates invoices based on project milestones and retains correct retainage amounts.

• Lien Waiver Creation: Generates lien waivers along with invoices to protect contractors from legal risk.

• Customer Portal: Clients can log in to view invoices, approve changes, and make payments—enhancing transparency and client trust.

• Project Scheduling & Communication: Syncs billing with project timelines, team communication, and subcontractor coordination.

Why Contractors Should Consider It:

Ideal for general contractors managing multiple complex projects. Its rich feature set goes far beyond invoicing, making it a powerful tool for overall business and project control.

5. FreshBooks

FreshBooks is a cloud-based accounting solution designed for small business owners and freelancers, including those in the construction industry.

Key Features:

• Time Tracking: Integrated time tracking allows accurate billing for labor hours spent on jobs.

• Expense Management: Easily attach receipts and expenses to projects for complete client billing transparency.

• Automatic Payment Reminders: Reduces late payments by sending automatic reminders to clients.

• Online Payment Gateways: Supports credit card, ACH, and other digital payment options directly through the invoice.

Why Contractors Should Consider It: 

Best for freelance or small contractors who need simple, intuitive software without the steep learning curve. Not ideal for large or complex projects due to limited project management features.

Comparison Table: Key Features at a Glance

Feature	QuickBooks	Knowify	Joist	Buildertrend	FreshBooks
Progress Billing	✅	✅	❌	✅	❌
Retainage Tracking	✅ (via add-ons)	✅	❌	✅	❌
Mobile Access	✅	✅	✅	✅	✅
AIA Billing Support	✅ (via add-ons)	✅	❌	✅	❌
Project Management Features	✅ (limited)	✅	❌	✅	❌
Lien Waiver Support	❌	❌	❌	✅	❌
Built-in Client Payment Options	✅	✅	✅	✅	✅
Best For	Small to Medium Firms	Commercial Contractors	Solo Contractors	General Contractors	Freelance Contractors

What If You Want to Set It Up Yourself?

Before you invest in software, evaluate your needs:

1. Do you handle AIA billing or retainage? 

   Pick tools like QuickBooks with add-ons or Buildertrend.

2. Are you running a small, mobile-focused operation? 

   Joist may be sufficient.

3. Do you need deep project management and invoicing integration? 

   Knowify or Buildertrend is recommended.

Implementing these systems requires careful setup:

• Map your current invoicing process.

• Transfer your existing client and project data carefully.

• Train your team or accounting staff on the new platform.

Or Let the Experts Help You Simplify It

If this sounds overwhelming—or you want to ensure maximum efficiency and error-free setup—Construction Cost Accounting can help. We specialize in setting up, customizing, and maintaining contractor invoicing solutions tailored to the construction industry's unique needs. From QuickBooks to Knowify, we help contractors integrate job costing, retainage, and progress billing seamlessly into their financial processes.

By letting us handle the technical details:

• You save time.Reduce billing errors.

• Get paid faster.

• Stay fully compliant with industry standards.

For contractors who want peace of mind and more time to focus on projects, Construction Cost Accounting is the partner you can trust.

Conclusion

Choosing the right invoicing tools for contractors depends on your business size, project complexity, and invoicing needs. Whether you want the all-in-one power of Buildertrend or the simplicity of Joist, the tools listed here offer proven solutions to improve billing accuracy and efficiency.

And remember—if you’d rather not handle the setup yourself—Construction Cost Accounting can guide you every step of the way, ensuring your system is accurate, efficient, and hassle-free.