5 Essential Accounting Reports for Builders Working on Long-Term Contracts

Managing long-term construction projects comes with its own set of financial challenges. Builders need clear, detailed reports to track progress, ensure profitability, and manage cash flow efficiently. These reports provide the financial transparency required for better decision-making and strategic planning. Here are five essential accounting reports that every builder working on long-term contracts should rely on:

1. Job Cost Report

A job cost report provides a comprehensive breakdown of all costs associated with a specific project, including labor, materials, subcontractors, equipment, and overhead expenses. This report is crucial for:

• Tracking actual expenses against the budget to identify discrepancies
• Pinpointing cost overruns early, allowing for corrective actions
• Ensuring profitability on each project by maintaining cost efficiency

With an accurate job cost report, builders can monitor expenditures in real time and make data-driven decisions to keep projects on track financially.

2. Work-in-Progress (WIP) Report

The WIP report helps builders track the financial status of ongoing projects by calculating revenue earned, costs incurred, and projected completion costs. This report is essential for:

• Determining whether a project is over- or under-billed, preventing cash flow issues
• Ensuring proper revenue recognition based on percentage-of-completion accounting
• Providing insights into financial health for stakeholders, investors, and lenders

Without a well-maintained WIP report, cash flow and profitability can be difficult to assess accurately, leading to potential financial instability.

3. Cash Flow Statement

Cash flow is king in construction, and maintaining liquidity is critical for operational success. A cash flow statement provides a clear picture of how money is moving in and out of the business over a given period. This report helps with:

• Forecasting upcoming cash needs to ensure timely payments to vendors and employees
• Ensuring there’s enough liquidity to cover payroll, equipment rentals, and material costs
• Managing payment schedules with clients and suppliers to prevent funding gaps

By monitoring cash flow closely, builders can avoid financial shortfalls that could jeopardize the success of a project and maintain strong relationships with vendors.

4. Accounts Receivable (AR) Aging Report

Builders often deal with staggered payments and delayed receivables, which can impact cash flow. The AR aging report categorizes outstanding invoices based on how long they have been unpaid. It is useful for:

• Identifying overdue accounts and potential bad debts
• Following up on late payments to accelerate collections
• Improving the overall collections process to maintain financial stability

Staying on top of receivables ensures that builders maintain a steady cash flow, reduce outstanding debts, and minimize financial risks associated with non-payments.

5. Profit & Loss (P&L) Statement by Job

A P&L statement broken down by job provides a detailed analysis of revenue, costs, and profitability for each project. This report allows builders to:

• Compare performance across multiple jobs to identify trends and areas for improvement
• Pinpoint the most and least profitable projects, helping refine bidding strategies
• Adjust pricing, budgeting, and cost control strategies accordingly

Having a job-specific P&L statement ensures that builders can analyze financial performance on a granular level, make informed decisions about future projects, and develop competitive pricing strategies to maintain profitability.

Final Thoughts

Builders working on long-term contracts need strong financial oversight to ensure success. By consistently reviewing these five reports—Job Cost Report, WIP Report, Cash Flow Statement, AR Aging Report, and Job-specific P&L Statement—builders can maintain financial stability, identify potential risks early, and maximize profitability.

Implementing the right accounting software and financial controls can automate the generation of these reports, reducing manual work and providing real-time insights. With a strategic approach to financial management, builders can optimize operations and drive long-term success in the construction industry.