Site Landscape Development

When controller Linnea Adams took over billing, she inherited a process stitched together across the company’s landscaping software (Aspire), various spreadsheets, multiple GC portals, and client-specific PDF forms.

Every project started with the same question: Where does this one get billed? “We had a master Excel tracker where we were matching the invoices produced in our landscape software with what we could enter into the GC’s system,” Linnea said. “We had to know: Is this a Textura project? Is this a GCPay project? Is this a Procore project? Or is this a paper pay app?”

The fragmented workflow created more than just a few extra clicks. New projects often arrived without clear submission instructions, paper forms required manual calculations, and a single mistake could mean starting the process all over again. For one customer, Linnea remembers correcting the same math error on a pay app five separate times: “That shuffling around was really brain-heavy and really tedious,” she said.

The team also lacked a consolidated view of submissions, receivables, and overdue balances. Confirming that everything had been billed could take hours, and during the busiest cycles, construction billing consumed an entire week. Understanding which customers consistently paid late depended more on “gut feel” than on reliable data.

That lack of visibility created a larger risk. Site Landscape Development had long relied on strong GC relationships and familiar payment patterns instead of formal lien notices, worried that notices could strain those relationships. When a longtime customer’s payment pattern changed, the team realized it had waited too long to protect part of its payment rights.

“We got used to relying on our relationships to protect our rights to getting paid,” Linnea said. To support the company's growth, Linnea needed a process that cut administrative work while giving finance real control over billing, receivables, and payment risk.

Linnea championed Siteline to give construction billing a single home. The team now manages pay apps from a centralized project list, with billing details, forms, retainage, payment status, and supporting documents connected to each job.

“This is all that I wanted, for it to be in one place,” Linnea said. “That’s why I’m such an advocate for Siteline. It’s like a dream come true.”

One Workflow for Every GC

Siteline gives Site Landscape Development one place to manage billing regardless of each GC’s required form or submission method. The team can see whether every pay app has been created, submitted, or paid and review completed-to-date amounts, outstanding balances, and retainage without piecing together data from several systems.

“It doesn’t matter what the GC picks because we can still have it in one place,” Linnea said.

Visibility Into How GC Pays

With billing and payment data connected across projects, the finance team can see days outstanding, understand how each GC typically pays, and focus collection efforts on the receivables that need attention.

“With Siteline, I can see exactly how long any of my clients take to pay,” Linnea said. “When I first started construction billing, I couldn’t have told you my days outstanding. Now I can.”

Proactive Lien Rights Tracking

Siteline also tracks lien deadlines alongside billing activity. Each morning, Siteline sends Linnea a prioritized list of projects that need attention. She can quickly identify unpaid draws approaching important deadlines and determine whether a notice or lien filing may be required. While she does that, Siteline automatically recognizes whether a pay app is for a progress payment or retainage and applies the correct lien deadlines—eliminating one of the team's biggest manual pain points.

“I don’t have to ask my A/R manager to remember to shorten the retainage deadline,” Linnea said. “It just knows, and that’s wonderful.”