BidBuild
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    BidBuild Finance

    Client Sign-Up & Onboarding Plan

    BidBuild Finance is designed to take weekly bill entry, job cost tracking, and WIP reporting off your plate—while you retain full financial control. Our role is accuracy, organization, and visibility. Your role is approvals and payments.

    Our Role

    Accuracy, organization, and visibility. We handle bill entry, job costing, and reporting so you have clear financial insight.

    Your Role

    Approvals and payments. You retain full financial control while we keep everything organized and documented.

    1

    Finance Intake Form

    Required Company Information

    Revenue & Operations Snapshot

    Key Contacts & Roles

    These contacts determine who receives approvals, reports, and alerts.

    Owner / Principal *

    Financial Decision Maker *

    Operations / Project Manager

    Accounts Payable Contact

    QuickBooks Admin *

    Additional Notes

    2

    System Setup & Access

    BidBuild Finance Team Setup

    • Configure company profile inside BidBuild Finance
    • Link jobs and job budgets
    • Enable Email Bill Entry feature
    • Configure Purchase Order (PO) workflows
    • Assign approval permissions
    • Set weekly reporting schedule

    Client Responsibilities

    • Confirm job budgets are accurate and complete
    • Ensure vendors are instructed to email invoices to the assigned BidBuild intake email
    • Confirm QuickBooks is ready to receive bills
    3

    Weekly Financial Workflow

    This process runs every week, consistently.

    1

    Bill Intake & Entry

    BidBuild Finance Team

    Vendors send bills to your BidBuild Bill Intake Email. Our Bill Entry Analyst reviews each bill, matches it to the correct job, enters it against the job budget, creates a Purchase Order (PO), and attaches the original invoice.

    • All entries are job-costed and documented
    • No payments are made by BidBuild
    2

    Weekly PO Approval List

    Client Action Required

    Each week, you receive a list of all POs awaiting approval with vendor, job, budget line item, amount, and attached invoice details.

    • Review each PO carefully
    • Reject inaccurate POs and contact supplier
    • Approve accurate POs inside BidBuild
    3

    PO to Bill Conversion

    BidBuild Finance Team

    Approved POs are carried into the next weekly cycle. Our team converts approved POs into Bills that remain fully documented and job-costed.

    4

    Weekly Bill Report

    Client Visibility

    Clients receive a Weekly Bill Entry Report showing all bills entered, job association, budget line items, total weekly bill amount, and outstanding approvals.

    5

    QuickBooks Sync & Bill Payment

    Client Responsibility

    Client reviews bills inside BidBuild, sends bills to QuickBooks, and is responsible for paying bills. BidBuild does not release funds or initiate payments.

    • Clear financial control
    • Clean audit trails
    • No commingling of funds
    6

    WIP Reporting

    BidBuild Finance Team

    Each reporting period, BidBuild Finance generates a Work-In-Progress (WIP) Report with job-level cost breakdown, budget vs actual spend, approved vs pending costs, and cost-to-complete visibility.

    • Clear financial visibility
    • Job profitability tracking
    • Better forecasting

    Important Note

    BidBuild does not modify supplier invoices. Accuracy must come from the vendor. If a PO is not accurate, reject it, contact the supplier directly, and request a corrected invoice.

    Roles & Responsibilities Summary

    BidBuild Finance Team

    • Bill intake & entry
    • Job cost allocation
    • PO creation
    • Weekly reporting
    • WIP documentation

    Client

    • Approve or reject POs weekly
    • Communicate with vendors
    • Send bills to QuickBooks
    • Pay bills
    • Maintain accurate job budgets

    Onboarding Timeline

    1
    Week 1

    Intake form completed + system setup

    2
    Week 2

    First bill entry + PO approval cycle

    3
    Week 3

    First bill conversion + reporting

    4
    Week 4

    First WIP report delivered

    Key Principles of BidBuild Finance

    Transparency over control
    Accuracy before automation
    You approve everything
    You pay everything
    We keep it organized, documented, and visible