Back office help for paving and striping contractors
Outrigger Back Office handles billing, collections, customer paperwork and payroll for small paving, sealcoating and striping contractors. In the busy season you finish a lot in a day, and we make sure the invoice goes out right behind you.
Why paving & striping contractors call us
Paving and striping companies work in bursts. When the weather is right, a crew might mill, pave, seal or stripe several lots in a week, often at night or on weekends so a business can stay open. The work is fast. The paperwork is not. Every job needs an invoice, many customers need your documents before they will pay, and payroll swings up and down with the season.
We keep the office moving at the same speed as the crew. You text or email us when a job is done, we prepare the invoice in your QuickBooks, and after you approve it, it goes out from your billing email within 1 business day. Then we track it, send reminders, and tell you every Monday what came in and what is still out.
What usually falls behind
Invoices that fall behind in the busy season
When the crew is paving every day the weather allows, billing waits until the slow season. By then customers have moved on and some jobs never get billed.
Property managers who need paperwork first
W-9s, COIs, PO numbers and specific invoice formats come before payment. If something is missing, the invoice sits and nobody tells you why.
Add-ons agreed to in the parking lot
Extra patching, more stalls or layout changes get approved by a quick conversation with the manager on site. Later, the price is a surprise to the person who pays the bill.
Payroll that swings with the season
Crews grow in spring and shrink in late fall. Each new worker needs a hiring packet and timesheets, and payroll gets harder to keep straight as the crew changes.
What the office side of a paving company really looks like
A paving company's customers are a mix. Property managers, HOAs, churches, schools, retail centers, apartment complexes and homeowners, plus GCs on new sites. Commercial property customers often will not pay a new vendor until they have your W-9 and a certificate of insurance naming them, and some want them renewed every year. Each one may have its own invoice requirements, purchase order numbers or approval steps. An invoice that is missing a PO number or goes to the wrong person can sit unpaid for weeks without anyone telling you.
In the field, scope changes quickly. You mill a section and find base failure that needs patching. The manager adds a row of parking, more handicap stalls or new arrows at the last minute. Striping layouts change after the lot is sealed. Each of those should be priced and approved in writing before or right after it gets done. And when the season ramps up, you add seasonal workers who need new-hire paperwork and timesheets, then scale back when the weather turns.
How we handle it
- Invoices out right behind the crew. Text or email us when a job is done. The invoice is prepared with the customer's PO number and details, approved by you, and sent from your billing email within 1 business day.
- Your document packet ready to send. We keep your COI, W-9 and business documents on file with a renewal calendar, and send your document packet when a property manager or GC asks for it.
- Add-ons on paper the same day. Send us the customer, project, scope, price and payment terms for the extra work. We write it up the same day if we get it by 2 pm, and it goes out after you reply APPROVED.
- Seasonal payroll handled. We pull hours from your time clock or timesheets, send a weekly approval email, and enter payroll in QuickBooks Payroll. New workers get hiring packets on the Standard and Full Office plans.
Where we start
Billing & Collections
We set up each job from your contract, send invoices within 1 business day of your request, track what is owed, and send polite reminders from your own billing email.
Learn moreCompliance & Documents
We keep your company's COI, W-9, licenses and registrations on file, remind you before anything lapses, and send your GC packet whenever a GC asks for it.
Learn morePayroll
We pull hours from your time clock or timesheets, send you a weekly approval email, enter payroll in QuickBooks Payroll and track 1099 crew payments for year end.
Learn morePaving & Striping Contractors FAQ
Why won't a property manager pay my paving invoice?
Usually it is missing paperwork, not a dispute. Many property management companies will not pay a vendor until they have a W-9 and certificate of insurance on file, and some need a PO number or a specific invoice format. We keep your documents ready to send, put the right details on each invoice, and follow up politely from your billing email.
Do you work with paving contractors outside Georgia?
Yes, we work with paving, sealcoating and striping contractors anywhere in the U.S. The service is remote, by phone, text, email and shared Google folders. Invoices and reminders go out from your own billing email with your company name. Licensing and payment rules vary by state and sometimes by city or county, so check those with your state board or attorney.
Which plan fits a seasonal paving company?
Plans start at $699 a month with Essentials, which covers up to 8 invoices, payment reminders and 2 document packets a month. Companies with many quick jobs and a seasonal crew usually fit Standard, at $999, with up to 20 invoices, 5 document packets and payroll for up to 10 workers. Plans are month to month with 30 days' notice. See the Plans page.
Can you sign us up for vendor portals and bid lists?
No, we do not do bid list or vendor portal sign-ups, and we do not decide which insurance or licenses you need. What we do is keep your W-9, COI, licenses and business documents organized and current, remind you before they lapse, and send your document packet when a customer or GC asks. We can point you to trusted partners for the rest.