Excavation invoicing software helps dirt work contractors create professional invoices, collect deposits, bill by project phase, and get paid without chasing checks. ThePocketBoss handles progress billing, change orders, and online payment collection so you can focus on the work, not the paperwork. Built specifically for excavation contractors who need more than a basic invoicing tool.
Grading and site prep jobs run for weeks, involve heavy equipment, and change scope mid-project. Your invoicing software should handle all of that without making you do extra work. Convert your excavation estimates to invoices with one click and track profitability with the contractor profit calculator.
Create a deposit, phase, or final invoice and link each one to the project. Pocket Boss supports project-linked invoices, but it does not have a dedicated construction retainage or AIA billing module.
When the scope changes mid-job, document it and bill for it. Add change order line items to invoices with descriptions that show exactly what changed and why. Stop eating costs because you forgot to bill for extra work.
Break out equipment usage, fuel surcharges, and material costs as separate line items. GCs and property owners want to see where their money goes. Professional itemization builds trust and justifies your pricing.
Send invoices that look like they came from a real business, not a text message. Your logo, your branding, detailed line items, and professional formatting. Compete with larger excavation companies on presentation.
Send a Stripe payment link with an invoice so the client can pay by supported card or bank-payment methods. Stripe payout timing depends on the account and payment method.
See every outstanding invoice at a glance — who owes what, how long it has been outstanding, and which invoices are overdue. Stop guessing about your cash position and know exactly what money is coming in.
Invoicing works best when your estimates are already in the system. Build bids with excavation estimating software and convert them to invoices with one click. Verify your margins using the contractor profit calculator before sending any invoice. Track the full job lifecycle with excavation job management.
Getting paid should not be harder than doing the grading and site prep work. Here are the billing problems excavation contractors deal with every week.
The problem: GCs pay on Net-30 terms, sometimes Net-60. Your fuel bill, equipment payments, and payroll do not wait 30 days. You are financing the GC's project with your own cash flow, and one slow-paying GC can put your whole operation at risk.
How ThePocketBoss helps: Track outstanding and overdue invoices, set a due date on each bill, enable the follow-up reminders available in your account, and create an agreed deposit invoice before work begins.
The problem: You are three weeks into a grading job. You billed the deposit and one progress payment, but you cannot remember exactly what has been invoiced and what is still outstanding. You end up under-billing or sending duplicate invoices.
How ThePocketBoss helps: Link separate deposit, phase, and final invoices to the project. The project record gives you a place to review its related invoices and payment status; phase percentages are entered and reviewed by your team.
The problem: A requested trench, added haul, or changed grade can be forgotten at billing time if the approved change is stored in a text thread.
How ThePocketBoss helps: Document the change order with its scope and price, obtain approval, then add the approved work to the appropriate project invoice during billing review.
The problem: You finished the job two weeks ago. The client said the check is in the mail. It is not. Now you are spending your evenings making phone calls and sending reminder texts instead of running your business. Some clients need three or four follow-ups before they pay.
How ThePocketBoss helps: Send a Stripe payment link and use optional invoice follow-up reminders when enabled. The software supports follow-up, but collection timing still depends on the client and your payment terms.
The problem: You are handing GCs a handwritten invoice or a basic spreadsheet printout. Meanwhile, the other subs are sending professional, itemized invoices with their company branding. Your invoices get lost in the pile or questioned because they lack detail.
How ThePocketBoss helps: Send branded invoices with clear descriptions, quantities, rates, due dates, and separate line items for labor, equipment, materials, or fuel surcharges when appropriate.
The problem: You know money is owed to you, but you do not have a clear picture of how much, from whom, or how overdue it is. You cannot make informed decisions about taking on new work or buying equipment because you do not know your actual cash position.
How ThePocketBoss helps: The accounts receivable dashboard shows every outstanding invoice, organized by age and client. See your total receivables, identify slow payers, and make business decisions based on real numbers instead of guesses.
Invoice creation starts with Solo for one user, from $19.99/month. Online payment processing and usage-based services can cost extra. Project costing and expense records start with Essentials; compare the plans for your workflow.
Common questions from dirt work contractors about billing and getting paid with ThePocketBoss.
Create separate invoices for an agreed deposit, completed phase, or final balance and link them to the same project. Pocket Boss records each invoice and payment status, while your team decides the billing amount and confirms that the phase is ready to bill.
Yes. When scope changes mid-job, add change order line items to your next progress invoice. Each change order includes a description of the added work, the reason for the change, and the cost. This creates a clear paper trail that protects you and keeps the billing transparent for the client.
When online payments are enabled, send a Stripe payment link with the invoice. Stripe confirms the payment and Pocket Boss updates the invoice status; bank payout timing depends on the account and payment method.
Yes. Set the appropriate due date and payment terms on the invoice, then monitor open and overdue balances. Keep any GC-specific billing requirements in the customer or project notes.
Pocket Boss supports invoice follow-up reminders when the reminder setting is enabled. Review the available reminder behavior in your account and keep direct follow-up in your process for invoices that remain unpaid.
Yes. Convert an approved estimate to an invoice with its line items, descriptions, and pricing. For phase billing, create and review separate project-linked invoices for the amounts currently due; Pocket Boss does not automatically calculate percentage-of-completion billing.
Complete business management for dirt work
General invoicing tools for all trades
Bid accurately on grading and site prep jobs
Accept cards and bank transfers online
Compare top tools for excavation businesses
Stop chasing checks and get paid on time
Stop chasing checks and under-billing change orders. Create project-linked invoices, send optional follow-ups, and offer Stripe payment links while keeping final billing review in your hands.
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