Full-Service Bookkeeping for RGV Contractors

Winning a bid is only half the battle — knowing whether you actually made money on that contract is the other half. Most contractors have no idea what a job really cost them until they're staring at a thin bank account months later. Job costing changes that. We set up a dedicated cost center for every project you run, tracking every dollar of labor, materials, equipment, and subcontractor expenses in real time. That means you can see a running profit-and-loss on each contract as it progresses — not a surprise at year-end. When it's time to bid your next job, you're not guessing. You're drawing on actual cost data from comparable projects. Over time, this becomes your most powerful competitive tool: the ability to bid sharper and win more without bleeding margin.

Running payroll for a construction crew is not like processing payroll for an office. You have variable hours, certified payroll requirements for ISD and government contracts, seasonal add/remove cycles, and quarterly 941 filings that catch most small contractors off guard. We handle all of it. From crews of three to thirty, we run weekly or bi-weekly payroll, file your 941 quarterly returns, and produce W-2s and 1099s at year-end without any scrambling on your part. If you win a public school or government contract that requires Davis-Bacon certified payroll reports, we produce those too — formatted exactly as required for submission. Crew grows in the summer, shrinks in the fall? We flex with you. No extra fees for adding or removing employees mid-year.

If you pay a subcontractor $600 or more in a calendar year and fail to file a 1099-NEC, the IRS can hold you liable for 24% backup withholding on every payment made. That is not a fine — that is a percentage of everything you paid. And the problem compounds: if you never collected a W-9 from the sub in the first place, you have no way to file accurately. We solve this from day one. When you add a new subcontractor, we collect their W-9, document their credentials, and open a tracking line for all payments made to them. At year-end we produce 1099-NEC filings for every qualifying sub — delivered to you, to the subs, and filed with the IRS by the January 31 deadline. You are never in a position of scrambling in December trying to track down subs you paid in March.

A surety company is not a bank. They do not look at your credit score — they look at your books. Before they'll issue a performance or payment bond, they want to see clean, auditable financial statements: a balance sheet, a work-in-progress schedule, accounts receivable and payable detail, and typically two to three years of history. If your books are disorganized, missing reconciliations, or mixed with personal expenses, you will not get bonded — or you'll pay a significantly higher premium. We produce financials specifically formatted for surety underwriters. Our balance sheets, WIP schedules, and aging reports match exactly what bonding agents request. If you are pursuing McAllen ISD, city contracts, or any public work in the Rio Grande Valley, bonding is not optional. Let us get you there.

A single company-wide profit and loss statement tells you whether the business made money. It does not tell you which jobs made money — and that is the number that actually changes behavior. With project-level P&L reporting, you see margin breakdowns by contract every month. A roofing job in Edinburg that looked profitable during bidding shows a 4% margin — and now you know your labor estimate was off. An HVAC installation in McAllen that ran under budget delivers 22% margin — and now you know that job type is worth pursuing aggressively. We produce monthly P&L reports broken down per active project, with phase-by-phase analysis on larger contracts. Year-end summaries give you the full picture for CPA review and future bidding strategy.

We are not a tax firm, and we do not file tax returns. What we do is equally critical: we make sure your books are in perfect shape so that your CPA can. Tax coordination means every transaction is categorized correctly, every receipt is accounted for, every subcontractor payment is documented — before December 31. By January, your CPA receives a clean, organized year-end package that requires no detective work and no extensions. We also run quarterly estimated tax calculations so you are not blindsided by a large April liability. If you do not have a CPA, we can refer you to trusted partners we work with regularly in the Rio Grande Valley. No scrambling, no extensions, no surprises.