Clean, job-level books for Miami contractors, closed every single month
You are building condo towers and coastal projects across Miami-Dade, but the books are still on cash basis with everything lumped into one income line and one expense line. There is no job-level detail, so you cannot say which project is actually earning and which one is bleeding. Then hurricane season arrives, a schedule stalls for two weeks, a draw slips, and the cash swing gets dangerous right when the numbers are too tangled to tell you what is safe to pay. A general bookkeeper never sees the difference between a Brickell high-rise and a corner store. We move your books off that lumped cash-basis setup and onto real job-level detail: every cost tied to its job, phase, and cost code, AP and subs managed, AR and draws recorded, retainage tracked to the dollar, QuickBooks kept construction-ready, and a monthly close delivered on a fixed date. The result is books that stay storm-season ready, so your cash position is never a guess when a Miami schedule slips. We work with general contractors, condo and high-rise builders, coastal and remodeling crews, concrete and trade contractors across Miami-Dade.
On the ground
Miami construction bookkeeping
Accurate books start with putting every dollar against the right job, cost code, and account the day it happens. We handle daily entry so your QuickBooks is always current and you can finally see where each Miami job actually stands instead of finding out at year-end from a single lumped total.
If your file is stuck on cash basis, has no real job costing, or you are months behind, we fix it. Many Miami-Dade contractors come to us with miscoded expenses, undeposited funds sitting for months, and every project buried in one account. We rebuild the file for construction and bring every account current so you can trust the numbers again.
Miami contractors run dozens of subcontractor and supplier relationships across every project. We keep AP organized, code each bill to the right job, and stay ahead of payment schedules so you protect vendor relationships, avoid late fees, and reach year-end with clean 1099 records.
Getting paid keeps the doors open, and on Miami condo, high-rise, and coastal work that means multi-draw AIA billing with retainage held for months. We record every progress draw and pay application accurately, track retainage receivable by project, and follow the aging so nothing slips, which is exactly what protects your cash when hurricane-season delays stack up.
Labor is the biggest line for most Miami builders, and it only tells the truth when it lands on the job that actually incurred it. We record payroll, allocate labor to projects and cost codes, and capture workers compensation burden, which runs high on Miami's high-rise and coastal work, so your job costing reflects real cost per job instead of a company-wide average.
Every month you get a clean, construction-formatted statement package on a fixed date, reconciled and ready for your CPA, lender, or surety. No more waiting weeks to find out how the business did, and no more guessing what you can safely pay when a Miami storm stalls the schedule.
Every construction platform claims to have a "QuickBooks integration." Most break the moment your books need to be accurate. Sales tax mismaps, retainage disappears, change orders create duplicates, and job costing reports stop matching project reality. We fix the integration so your software, your books, and your job‑level numbers all tell the same story.
Also work with Foundation, Sage 100, Bill.com, ADP, Gusto, Ramp, and more. See all platforms we integrate →
They didn’t just record transactions and call it a day. They built a custom chart of accounts around how a remodeling company actually runs, did a full catch-up on years of bookkeeping inside QuickBooks Online, and now stay on top of my monthly bookkeeping and payroll. Every step, they broke it down in simple terms instead of burying me in accountant talk.
FinTruction rebuilt the whole thing from the ground up, with real job costing, work in progress, and retainage. They didn’t just hand me reports and disappear; they walked me through my numbers until I understood them.
Sahil and his team handle the bookkeeping and job costing for my painting business. They cleaned up my books and set up integrations that give me accurate, timely job costing with solid weekly data. Reliable, detailed, and genuinely invested in getting the numbers right.
FinTruction is the only bookkeeping team we’ve found that truly understands construction accounting and WIP reporting. They aligned our income and costs across 21 jobs and gave us full, monthly transparency. Fast, accurate, and an indispensable partner.
When I came to FinTruction I had no financial structure. No job costing, no WIP tracking, books behind. They did a full cleanup and rebuilt job costing and WIP tracking in QuickBooks. Now I know what’s billed, what’s owed, and where every job stands.
A couple of minutes from a contractor we support, sharing what working with FinTruction has been like and what changed once their numbers finally made sense.
Bookkeeping for a construction company in Miami is nothing like bookkeeping for a shop or an office. Between multi-draw condo and high-rise billing, retainage held for months, HVHZ material costs, subcontractor payments across dozens of vendors, and payroll that has to land on the right job, a general bookkeeper simply codes it wrong. Clean, job-level books are the foundation everything else stands on.
Miami runs one of the most active construction markets in the country, and that pace is exactly what buries a contractor's books. Continuous condo and high-rise development across Brickell, Downtown, Edgewater, and Wynwood, luxury residential work in Miami Beach, Coral Gables, and Key Biscayne, PortMiami terminal and infrastructure projects, and steady coastal and restoration jobs mean most builders are running several active projects at once.
Every one of those jobs generates a stream of transactions: subcontractor bills, HVHZ impact-resistant material runs, equipment rentals, progress draws, retainage held and released, Miami-Dade permit and impact fees, and payroll that has to be split across projects. Multiply that by a full slate of active work and the bookkeeping backlog grows faster than any owner can keep up with between site visits.
When the books fall behind, the damage is quiet but real. Cash flow decisions get made on stale numbers, cash-basis books hide which jobs are actually losing money, 1099 season becomes a scramble, and the year-end handoff to a CPA turns into an expensive cleanup. Then hurricane season stretches schedules and drains cash, and suddenly the messy numbers are the reason you cannot tell what is safe to pay. The work was profitable; the record-keeping is what put the company at risk.
FinTruction keeps Miami contractors out of that hole. We match the pace of the market with a disciplined monthly process so your books stay current and every cost sits with its own job, and you always know where the money went and what each project is really earning.
A general bookkeeper can record transactions. Construction accounting is a different job.
| What you need | Generic local bookkeeper | FinTruction |
|---|---|---|
| Job-level costing | Lumps all jobs into one P&L | Cost codes and margin per project |
| WIP & revenue recognition | Cash-basis, no WIP schedule | Monthly WIP with over/underbilling |
| Retainage tracking | Buried in AR/AP, often missed | Tracked receivable & payable by contract |
| Bonding & lender packages | Not equipped to produce them | Bonding-ready statements and backlog |
| Construction software | QuickBooks set up like a retail shop | QuickBooks + integrations tuned for contractors |
Our construction bookkeeping supports contractors and specialty trades across Miami-Dade County and South Florida. Whether you run a five-person crew or manage condo and high-rise buildouts, we keep your books clean and job-level accurate.
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Get Clean Books and Financial Clarity
Florida Construction Lien Law (Chapter 713): Subcontractors and material suppliers must serve a Notice to Owner within 45 days of first providing labor or materials, and lien rights depend on clean records of when work started, what was billed, and what was received by project. Our bookkeeping maintains that project-level payment history so the documentation is there if a payment dispute arises on a Miami job.
Florida Sales and Use Tax plus Miami-Dade Surtax: Miami contractors pay the 6 percent Florida sales tax plus the Miami-Dade County discretionary surtax on construction materials. We separate taxable material purchases from labor and subcontractor costs in your records so material costs are reported accurately at the job level and sales and use tax is not overpaid or underreported.
No Florida State Income Tax: Florida has no state income tax, which simplifies payroll withholding but does not simplify the books. Contractors still have to track federal payroll obligations, workers compensation, and unemployment insurance by project. Our bookkeeping keeps labor burden calculated and allocated at the job level so no advantage is lost and nothing is missed.
Miami-Dade Permit and Impact Fees: Miami-Dade charges permit and impact fees for transportation, parks, schools, fire rescue, and utilities that vary by project type and location. We code these fees to the correct job and cost category so they show up accurately in your project budgets, progress billing, and profitability reports rather than getting lost in overhead.
Subcontractor 1099 Records: Contractors who pay a subcontractor 600 dollars or more in a year must issue a 1099-NEC. Our process tracks every subcontractor payment by vendor and job all year and collects W-9s up front, so year-end 1099 filing is accurate rather than a last-minute reconstruction from a shoebox of receipts.
We work only with construction companies, so we code your books the way contractors actually operate, not the way a general bookkeeper guesses.
FinTruction runs your construction bookkeeping in Miami on the software you already use. We connect your accounting platform, field and project management tools, and payroll so transactions flow into clean books without double entry.
We set up and maintain QuickBooks Online and Desktop specifically for Miami contractors, so job costing, retainage, and progress invoicing are handled correctly from the first entry rather than bolted on later or left on cash basis.
Need QuickBooks Cleaned Up for Construction?
We connect the tools your Miami crews use in the field to your books so draws, costs, and payments flow through without manual re-entry.
Every month, without exception. Miami contractors running condo towers, coastal remodels, and multiple trade jobs at once generate far too many transactions to reconcile once a quarter. We run a clean monthly close: bank and card reconciliations, job-cost coding verified, AP and AR brought current, retainage positions checked, and a construction-formatted statement package delivered on a fixed date. That rhythm matters most in hurricane season, when a stalled schedule can swing your cash overnight and you need real numbers to decide what to pay and what to hold.
Yes, this is one of the most common ways Miami-Dade contractors start with us. Cash-basis books with everything dumped into one income and one expense account tell you nothing about which condo, coastal, or high-rise job is actually making money. We rebuild the chart of accounts for construction, set up job costing classes and cost codes, recode historical transactions to the right jobs, correct retainage entries, and reconcile back through the year so every project finally shows its own numbers.
Yes. Brickell, Downtown, and Edgewater condo and high-rise work runs on multi-draw AIA billing with large retainage held for months. On the bookkeeping side that means coding each progress draw to the right phase and unit, recording retainage receivable as it is withheld and retainage payable on your subs, and tracking release schedules so nothing gets lost between draws. We keep those entries accurate so your accountant, lender, and bonding company see the true position on every project.
We record every subcontractor payment against the right job and vendor all year, collect W-9s up front, and flag anyone paid 600 dollars or more so 1099-NEC filing is accurate instead of a January scramble. With Florida Construction Lien Law in play, we also keep project start dates, amounts billed, and payments received recorded by job, so the Notice to Owner and lien documentation is there if a payment dispute comes up.
Yes. Florida has no state income tax, so your bookkeeping burden lands on sales and use tax and clean job records instead. Miami contractors pay the 6 percent Florida sales tax plus the Miami-Dade County discretionary surtax on materials. We separate taxable material purchases from labor and subcontractor costs in your records, and code Miami-Dade permit and impact fees to the right job, so material costs and tax reporting stay accurate at the project level.
Catch-up bookkeeping is a core service. We reconcile from the last clean month forward, recategorize transactions to the correct jobs and cost codes, sort out subcontractor and material payments, fix retainage entries, and hand your CPA a clean set of books. Most Miami contractors who are three to nine months behind are current within two to four weeks with no disruption to the field.
It depends on transaction volume, number of active jobs, payroll complexity, and whether you need catch-up work first. Most Miami contractors find outsourced construction bookkeeping costs less than a full-time in-house bookkeeper while adding construction expertise they would not otherwise get. We give you a fixed monthly quote after a free consultation.
Bookkeeping is the day-to-day work: coding transactions to jobs, reconciling accounts, managing AP and AR, recording retainage, and producing monthly statements. Accounting builds on those books with WIP reporting, revenue recognition, tax planning, and CFO-level analysis. Many Miami contractors start with bookkeeping to get accurate, up-to-date records, then add construction accounting in Miami as they grow. We provide both.
FinTruction provides construction bookkeeping and accounting across major cities in Florida. Select your city to learn more about our contractor bookkeeping and job costing services in your area.
Beyond day-to-day books, we also run job costing, WIP reporting, tax planning, and CFO support for Miami contractors.
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If you are searching for construction bookkeeping in Miami, QuickBooks cleanup, or catch-up bookkeeping to get your contractor books back on track, FinTruction is ready to help your business gain financial clarity.
Looking for professional construction accounting in Miami? Fill out the short form below and our contractor bookkeeping team will contact you within 24 hours.
