Invoice Tracker for Contractors
Contractors work hard on-site — but getting paid for that work is often a separate battle. From general contractors chasing developers to subcontractors waiting on the main contractor, payment delays are systemic in the construction and trades industries. InvoiceGrid tracks every unpaid contract invoice and helps you follow up professionally until you're paid.
Key takeaways
- Contractors lose significant income to late payments — a systematic chase process reduces average payment time
- InvoiceGrid tracks every unpaid invoice and shows you exactly who to chase each day
- The email generator creates professional reminders so you don't have to write them from scratch
- Chase history documents every follow-up — essential evidence if you ever need to escalate
Why Contractors Face Late Payments
Retention and staged payments are complex
Contracts often involve retention clauses where 5–10% is held back until completion. Tracking which retentions are due, and when, across multiple projects is difficult without a system.
Payment applications get lost in bureaucracy
Large construction clients have complex accounts payable processes. Payment applications get lost, require multiple approvals, or are rejected on technicalities.
Subcontractors depend on main contractor cash flow
If the main contractor isn't paid by the developer, subcontractors often get told to wait. Knowing when to push back and when to escalate requires good documentation.
Chasing payments while managing active sites
Contractors are busy on-site, not at a desk. Finding time to systematically follow up on overdue invoices is a genuine operational challenge.
For authoritative context, see the SBA: Running Your Contracting Business.
How InvoiceGrid Helps Contractors Get Paid
Track retention and staged payments
Log each payment application, interim invoice, and retention release as a separate entry in InvoiceGrid. Know exactly what's outstanding and when each payment is due.
Mobile-friendly invoice chase tracking
InvoiceGrid works on any device. Log a chase interaction from your phone while on-site — no need to wait until you're back at a desk.
Formal escalation email templates
Use InvoiceGrid's email generator to create formal payment demand letters for contractors and developers — referencing your contract terms, amounts, and due dates.
Build a documented chase history
Every follow-up is logged with a timestamp. If you need to file a mechanics lien or take legal action, your chase history provides the evidence of non-payment.
Important
InvoiceGrid is not an invoicing or accounting tool. It doesn't create invoices, track expenses, or handle taxes. It's the layer on top of whatever invoicing tool you already use — focused entirely on tracking unpaid invoices and chasing payment.
Payment Tips for Contractors
- Use written payment applications every time, even for smaller jobs — verbal agreements are hard to enforce.
- Specify payment terms in every contract: 'payment within 14 days of invoice submission' is better than the industry default 30 days.
- Chase before the due date — a friendly check-in 5 days before is more effective than chasing 30 days after.
- Know your lien rights — in most jurisdictions, filing a mechanics lien is a powerful (and often free) tool for unpaid contractors.
Need a follow-up schedule tailored to your payment terms? Use the free plan your chase timeline tool to build a complete follow-up schedule. For calculating what's owed including penalties, try the calculate late fees and interest tool.
Other Industries
Further reading: Invoice tracking guide for contractors · Step-by-step invoice chasing guide · 12 copy-paste reminder templates
Frequently Asked Questions
Can I track retentions separately from regular invoices?+
Yes. Log retention amounts as separate invoices in InvoiceGrid with their expected release dates. The Today View will flag when retention releases are due so you can request payment promptly.
How should I chase a main contractor who says 'we haven't been paid yet'?+
Your payment rights are typically independent of whether the main contractor has been paid by the client (depending on your contract and jurisdiction). Respond professionally noting your invoice due date and request confirmation of when payment will be made. Log all communications in InvoiceGrid.
What evidence do I need if I want to file a mechanics lien?+
You typically need a copy of your contract, all invoices submitted, and evidence of non-payment (proof you chased and were not paid). InvoiceGrid's chase history provides the latter — timestamped evidence of every follow-up attempt.
Is InvoiceGrid useful for subcontractors with many active projects?+
Yes. InvoiceGrid's Kanban view lets you see all outstanding invoices across multiple projects. Paid plans have no limit on invoices or clients.
How do I use InvoiceGrid alongside my existing accounting software?+
Log invoices in InvoiceGrid after submitting them through your accounting software (Xero, MYOB, QuickBooks). InvoiceGrid becomes the collection layer — tracking which invoices have been paid and which need chasing.
Ready to Track Your Invoices Visually?
Stop losing track of who owes you money. InvoiceGrid gives you a visual Kanban board, chase history, and professional email reminders.