Invoice Process for Builders in Australia and the USA
Set up clear payment workflows for residential and commercial building projects.
Trade specific context: residential and commercial builders
Builders benefit from a predictable claims process that mirrors contract milestones. The more consistent your claim format and variation records are, the fewer delays you face at approval time.
USA vs Australia terminology
Common USA wording: draw request, retainage, lien rights
Common Australia wording: progress claim, retention, security of payment
Using familiar local wording in quotes, invoices, and reminders reduces confusion and helps approvals move faster.
Recommended billing model
Model: progress and variation billing
- Agree on payment terms and approval steps before work starts.
- Invoice immediately when each billable stage is complete.
- Schedule reminders before the due date and on the due date automatically.
- Escalate overdue accounts on a clear, fixed schedule.
Common blocker and fix
Frequent blocker: variation not approved before work
Fix: Attach the right proof and references when you send the invoice, then confirm receipt with the approver the same day.
Example: Every claim references the same cost-code structure as the signed contract, so the client can reconcile quickly and release payment without back-and-forth.
Common questions for residential and commercial builders
What is the best invoice workflow for builders?
Issue claims by schedule and include signed variation records each time.
How can builders reduce disputes on payment claims?
Use consistent line items matching quote and contract descriptions.
Do builders need different wording for US and AU?
Yes. Use local legal terms and payment notices for each region.
Metrics to review weekly
- Overdue value by aging bucket.
- Average days to payment by client type.
- Reminder response rate and promise to pay completion.
- Dispute volume and resolution lead time.
Note: Regulatory requirements differ by state and country. Use local legal and accounting advice for contract and statutory compliance.
Invoice Chase helps trade businesses send consistent reminders with less admin overhead.
