Send Invoice When Foundation Job Done
Eliminate manual invoicing delays by automatically generating and sending invoices the moment foundation work is finished, ensuring faster payment collection and improved cash flow.
When
Job Status Changed to Complete
Then
Professional Invoice Generated and Sent
3 hours per job
Time Saved
40% faster payment collection
ROI Impact
To automatically send invoices when foundation jobs are complete, connect your project management system to your invoicing tool so that when job status changes to 'Complete', the system instantly generates an itemized invoice with all job costs and sends it to the customer, typically reducing billing time from days to seconds and improving cash flow by 30-40%.
How This Automation Works
Job Status Changed to Complete → Professional Invoice Generated and Sent
Job Completion Detected
The system continuously monitors your project management or field service application for status changes. When a foundation job is marked as 'Complete' by field supervisors, project managers, or after final inspection approval, the automation immediately captures this trigger event along with the job ID and customer information to begin the invoicing process.
Job Data Compilation
The system automatically retrieves comprehensive job details from connected sources: contracted scope and pricing from your estimating system, actual labor hours from time tracking tools, materials consumed from inventory management, equipment usage from rental logs, and any approved change orders with supporting documentation. This data aggregation happens in seconds without manual lookup or data entry.
Cost Calculation and Validation
All collected data is processed through your pricing rules to calculate final amounts. The system applies labor rates, material markups, equipment charges, tax calculations, and adds approved change order costs. Built-in validation checks ensure no line items are missing, costs are within expected ranges, and all required project documentation is attached. Any discrepancies trigger alerts for review before invoice generation.
Invoice Generation
Using your professional invoice template with company branding, the system creates a detailed, itemized invoice. The invoice includes project identification, customer details, complete breakdown of excavation, concrete, waterproofing, and other foundation services, labor and materials costs, equipment charges, change orders clearly itemized, subtotals, taxes, total amount due, payment terms, and accepted payment methods. Supporting documents like change order approvals or inspection reports can be automatically attached.
Multi-Channel Distribution
The completed invoice is automatically sent to the customer's billing contact via email with a professional message. Simultaneously, copies are distributed to your accounting team for receivables tracking, project managers for job closure documentation, and optionally to your CRM system. If integrated, the invoice is also posted to your accounting software as an accounts receivable entry, creating a complete audit trail from job completion to financial records.
Payment Tracking Initiated
The system automatically sets up payment tracking with reminders based on your payment terms. Follow-up sequences can include courtesy reminders before due dates, professional collection messages for overdue invoices, and alerts to your team when payments are approaching 30, 60, or 90 days past due. Some implementations include links to online payment portals, making it easier for customers to pay immediately and further accelerating cash collection.
How It Works
Foundation contractors face constant pressure to maintain cash flow while managing multiple job sites. Manual invoicing after job completion often leads to delays of days or even weeks, directly impacting your ability to pay crews and cover material costs. This automation bridges the critical gap between job completion and payment initiation by instantly generating and sending professional invoices when foundation work is marked complete. The system pulls job details, labor hours, materials used, and any change orders to create accurate invoices without data entry. By eliminating the administrative lag between completing concrete pours, waterproofing, or excavation work and getting paid, you can reduce your days sales outstanding and maintain healthier working capital. The automation also ensures consistency in invoice formatting, reduces billing errors that delay payment, and provides customers with immediate documentation while the project details are fresh. For foundation businesses operating on tight margins where material and labor costs are significant, faster invoicing directly translates to improved financial stability and the ability to take on more projects without cash flow constraints.
The Trigger
The automation activates when a foundation job status is updated to 'Complete' or 'Finished' in your project management system, field service application, or scheduling tool. This trigger can be set by field supervisors via mobile app, office staff reviewing completed work, or after final inspection sign-off. The system monitors job status changes in real-time to ensure immediate invoice generation.
The Action
Upon detecting job completion, the system immediately compiles all relevant project data including contracted services, labor hours, materials consumed, equipment rental, and approved change orders. It then generates a detailed, professional invoice with your company branding, payment terms, and itemized breakdown. The invoice is automatically sent to the customer's billing contact via email, with optional copies to project managers and your accounting team. The system can also update your accounting software with the new receivable and set payment tracking reminders.
Common Use Cases in Foundation
- Residential foundation contractor completing 8-12 homes monthly automatically invoices each homeowner within minutes of final inspection, reducing billing cycle from 5 days to same-day and improving cash flow by $25,000 monthly
- Commercial foundation company working on multi-phase projects automatically generates progress invoices when each phase is marked complete, ensuring timely billing for completed excavation, footer installation, and foundation walls without manual tracking
- Foundation repair specialist handling 40-60 smaller jobs monthly eliminates end-of-week batch invoicing by sending professional invoices immediately after each repair completion, accelerating payment from 35 to 22 days average
- Foundation business managing both new construction and repair work uses job type triggers to automatically apply appropriate invoice templates and payment terms, ensuring residential customers receive simplified invoices while commercial clients get detailed cost code breakdowns
- Multi-crew foundation contractor with 3-5 simultaneous job sites enables field supervisors to trigger automatic invoicing from mobile devices upon job completion, eliminating delays waiting for office staff to process paperwork and enabling same-day invoicing even for jobs completed after office hours
Results You Can Expect
Accelerated Cash Flow
Immediate invoice delivery after job completion eliminates the typical 3-7 day billing lag, getting invoices to customers while project satisfaction is highest. This acceleration reduces your average collection time from 45-60 days to 30-35 days, freeing up significant working capital to cover payroll, materials, and equipment costs for ongoing projects without relying on credit lines.
Eliminated Administrative Burden
Your office staff no longer spends time gathering job details, looking up material costs, calculating labor hours, typing invoices, or chasing down missing change order documentation. For a foundation contractor completing 50-100 jobs annually, this represents 150-300 hours of administrative time redirected to higher-value activities like customer service, project coordination, or business development.
Reduced Billing Errors
Automatic data compilation from source systems eliminates transcription errors, forgotten change orders, and miscalculated totals that plague manual invoicing. Accurate first-time invoices reduce customer disputes, eliminate the time spent on corrections and re-billing, and prevent revenue leakage from unbilled services. Professional, consistent invoice formatting also enhances your company's image and credibility with customers.
Improved Customer Satisfaction
Customers receive clear, detailed invoices immediately after job completion while project details are fresh in their minds and satisfaction is typically highest. This timing, combined with professional formatting and complete documentation, reduces questions and disputes. Many customers appreciate the efficiency and transparency, leading to faster payment and stronger relationships that generate referrals and repeat business.
Frequently Asked Questions About This Automation
When your field team or office staff marks a foundation job as complete in your project management system, the automation immediately retrieves all job data including contracted services, labor hours, materials used, equipment costs, and any approved change orders. It then compiles this information into a professional invoice template with your company branding and sends it directly to the customer's billing contact via email. This typically happens within seconds of job completion, compared to
Set Up Job Completion Invoice Automation in Minutes
Stop doing manual work that software can handle. Fieldproxy makes it easy to set up this automation and dozens more - no coding required. Our AI builder helps you customize everything to match your exact business process.
Related Automations
View all foundation automationsAutomatically Send Engineering Reports When Foundation Jobs Complete
Instantly deliver professional engineering reports to clients the moment foundation work is complete. Eliminate manual report distribution delays and ensure compliance documentation reaches all stakeholders immediately.
Automatically Send Foundation Repair Before/After Photos to Homeowners Upon Job Completion
Automatically capture, organize, and send professional before/after photos to homeowners when foundation repair work is completed, improving transparency and customer satisfaction.
Automatically Send Structural Inspection Reports When Foundation Jobs Complete
Instantly deliver professional structural reports to clients and stakeholders the moment foundation work is finished, eliminating manual follow-up and reducing administrative delays.
Automatically Send Foundation Warranty Documentation After Job Completion
Streamline warranty delivery by automatically sending comprehensive foundation warranty documentation to customers immediately after job completion, ensuring compliance and customer satisfaction.