Construction Billing & Invoicing in Madisonville, Kentucky
Get Paid for the Work You Already Finished
Late invoices and missing backup slow down cash flow for every construction business. Lady Ledger prepares progress billing, time-and-material invoices, retainage schedules, and draw requests for contractors, subcontractors, and restoration companies across Western Kentucky, then follows every one of them until the payment clears your account.
Billing that leaves on a set day of the month does more for cash flow than any collection call. We build the schedule of values, match each invoice to the contract and approved change orders, keep an aging report you can actually read, and chase the slow payers ourselves. Lady Ledger brings 15 years of construction operations experience and is licensed and insured. Send us your open jobs through the contact page and we will show you what is currently unbilled.
Kentucky gives a property owner 30 business days to pay a properly submitted, undisputed invoice, and a contractor 15 business days to pass payment down to subcontractors.
The Billing Work We Take Off Your Desk
1
Progress Billing and Draw Requests
Monthly draws move faster when percentages tie back to an approved schedule of values. We calculate completion by line, apply stored material values where the contract allows, and submit before every cutoff.
2
Time-and-Material Invoicing
Labor hours, equipment time, receipts, and markup all need to land on one defensible document. We compile the backup as work happens and send invoices while the details are still fresh.
3
Retainage Tracking
Held money goes missing when nobody tracks it by job. We record what is withheld on every application, carry running totals per project, and flag each balance the moment it can be billed.
4
Invoice Follow-Up and Collections Support
Politely persistent beats angry and late. We watch due dates, send reminders before an account ages out, document every contact, and escalate with the paperwork already assembled.
5
Schedule of Values Setup
A billing structure built at the start decides how smoothly every draw goes. We break contract amounts into line items owners and lenders recognize and leave room for the change orders that always arrive.
6
Aging Reports and Cash Flow Snapshots
Knowing who owes what, and for how long, changes which jobs you chase this week. We produce receivable summaries by customer and project so payroll and material decisions rest on current figures.
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A living, updated schedule changes how an entire job feels. Trades arrive on the right day, inspections get booked before they are urgent, and the finish date stops being a hopeful guess that everybody involved privately expects to slide.
The Schedule Stays Current
The Schedule Stays Current
The Schedule Stays Current
A living, updated schedule changes how an entire job feels. Trades arrive on the right day, inspections get booked before they are urgent, and the finish date stops being a hopeful guess that everybody involved privately expects to slide.
A living, updated schedule changes how an entire job feels. Trades arrive on the right day, inspections get booked before they are urgent, and the finish date stops being a hopeful guess that everybody involved privately expects to slide.
Why Choose Lady Ledger for Construction Billing & Invoicing
Billing Leaves on a Schedule
A fixed billing day removes the worst variable in contracting: invoices that sit unsent while the crew moves on. Completed work becomes money owed on a steady rhythm your customers come to expect.
Every Payer's Format, Handled
Owners, lenders, general contractors, and carriers each want their own paperwork. Documents arrive in the format the payer expects, which removes the most common reason a legitimate invoice gets bounced back.
Somebody Actually Follows Up
Unpaid invoices need a person watching them, not a folder. Due dates get monitored and reminders go out well before an account is 90 days old and genuinely awkward to bring up.
Mistakes Caught Before Submission
Math errors, missing approvals, and stale contract sums get found on our side. That prevents the multi-week delay that follows a rejection, since a resubmitted application restarts the whole approval clock.
One Clear View of What Is Outstanding
Receivables stop living in somebody's head. A current picture of who owes what, and for how long, lets you make payroll and ordering decisions on real numbers instead of rough memory.
Your Evenings Stop Belonging to Invoices
Billing done after supper is billing done tired, and tired billing is where the costly errors hide. Handing it over returns those hours to the family, the estimate pile, or real rest.
Finished Work Belongs in the Bank, Not on a Notepad
Cash flow problems in construction usually trace back to timing rather than profit. The work was done and the money was earned, but the invoice left late or left wrong. Lady Ledger closes that gap for contractors, subcontractors, and restoration companies across Western Kentucky by building billing that goes out complete, on schedule, and in the format each payer expects, then following it through until the money arrives. Draw requests, retainage schedules, and receivable reporting all run from one place, so you stay on the jobsite where the margin is made. Reach us through the contact page to talk through where your billing keeps stalling.
Frequently Asked Questions
What is the difference between progress billing and a standard invoice?
Progress billing bills a percentage of a larger contract as work is completed, usually monthly, against an approved schedule of values. A standard invoice bills a finished job in full. Long projects almost always use the first method.
What makes an invoice complete enough to start the payment clock?
It must be timely, properly completed, and undisputed, meaning the amounts tie to the contract, the backup is attached, and it reaches the right person in the right format. Missing backup is the usual reason a clock never starts.
How is retainage handled on an invoice?
A set percentage, commonly 5 to 10 percent, is withheld from each payment and held until the job hits completion milestones. Every application shows both the amount withheld this period and the running total held to date.
How often should a contractor bill an active job?
Monthly is standard on contract work, and many contracts fix a cutoff date applications must beat. Faster cycles suit smaller residential jobs, and almost any consistent rhythm beats billing whenever a spare hour appears.
What backup should go out with an invoice?
Signed approvals, the current schedule of values, approved change orders, material invoices for stored goods, and detailed labor records on time-and-material work. We assemble that package for you before anything is submitted.
Why do invoices get rejected when the work was done right?
Almost always for paperwork reasons: percentages that do not tie out, a change order billed before approval, an outdated contract sum, or a missing signature. None of that has anything to do with the finished work itself.
What should happen when a payment goes past due?
Documented follow-up starts immediately, in writing, with the invoice and backup attached. We track that correspondence for you, and Kentucky law provides interest remedies on undisputed amounts left unpaid past the deadline.
How do you bill work with no fixed contract price?
Time-and-material billing prices the actual labor, equipment, and materials against agreed rates and markup. The real discipline is collecting that backup daily, since rebuilding three weeks of hours afterward is where profit quietly disappears.