What is the AIA Schedule of Values and How Does It Work in Flooring Projects?
Progress billings include a technique called the schedule of values, which outlines the different costs or values for each of the project’s tasks. A schedule of values is common in the construction and commercial flooring industries whereby owners and contractors work together to determine how much will be spent on each phase of the project. During the progress billings process, a value is assigned to each phase as part of the schedule. Also, the completion percentage can be established for each phase as progress is made on the overall project.
The Percentage of completion formula is calculated as follows: First, take an estimated percentage of how close the project is to being completed by taking the cost to date for the project over the total estimated cost. Then multiply the percentage calculated by the total project revenue to compute revenue for the period.
Progress Billing allows the contractor to bill based on the job progress, which again is generally related to the percentage of completed work:
(Original Contract Amount + Approved Change Orders) * Percent Complete = Progress Billing Amount Due
Example Calculation:
- Estimated Project Cost = $500 million
- Total Project Revenue = $750 million
- Cost to date = $80 million
- Percentage Complete = 16% (Calculated as $80M / $500M)
- Revenue for the Period = $120 million (Calculated as 16% * $750M)
The schedule of values is used to determine whether there were cost overruns or the project came under budget. For example, the schedule of values would show what was paid for each task as well as the initial estimate. As a result, it can be determined at what point in the construction phase did the project exceed the estimated project cost. Having a schedule of values included in the progress billings process helps contractors and owners develop a transparent process where all of the financial details are known upfront. It also protects commercial flooring companies legally and financially by having the estimates in writing so that there are no surprises at the completion of the project.
With that foundation, the Commercial Module’s SOV toolset simplifies preparation, export, and linkage to payment applications to reduce overhead and errors.
How Does the Commercial Module Simplify AIA Schedule of Values Management?
The Commercial Module simplifies SOV management through template-driven SOV creation, auto-population of payment application fields, and an audit log that records SOV edits and approvals for every change order. Templates expedite initial SOV setup with common flooring line items while allowing contractors to adjust values for unique project scopes and allowances. When field progress is recorded, the system populates corresponding G702/G703 entries and bundles supporting documentation such as photos or delivered material receipts. Export-ready AIA forms and change order linkage reduce administrative cycles and enhance owner confidence in submitted payment applications. Together, these features shorten the billing cycle and make change-order impacts visible in both operational and financial reports.
The Comp-U-Floor “Commercial Flooring” database segment includes the data and UI screens listed below:
- General Tab
- Schedule of Values Tab
- Change Orders Tab
- Billing Tab
The envisioned process above may be used just to monitor and assist with the “Progress Billing” process as stated above, or to assist in complying with the more rigorous “AIA Billing Process”: The term AIA stands for the “American Institute of Architects” a professional organization, which creates standards for the industry; the term AIA Billing refers to a specific set of forms and associated “Progress Billing” rules. The forms in question are: G702, and G703.
What Project Management Tools Does the Commercial Module Offer for Commercial Flooring?
The Commercial Module provides integrated tools for estimating, installation scheduling, material tracking, and reporting that align operational activity with financial accounting. Estimating tools utilize historical costs and templates to produce SOV-aware bids, while scheduling features allocate crews and create calendars or Gantt-style plans that reflect material lead times and site constraints. Material tracking connects lots, dye information, and deliveries to job sites and consumption, ensuring inventory reductions are accurately reflected in job cost ledgers. Reporting dashboards compile cost-to-complete, variance analysis, and cash flow forecasts so managers can take corrective action early. These capabilities reduce waste, prevent scheduling conflicts, and yield more accurate final invoices.
The table below compares project management features, how they are implemented, and the contractor benefits they deliver.
|
Feature |
How Implemented |
Contractor Benefit |
|
Estimating templates |
Historical cost libraries + SOV mapping |
Faster, more accurate bids |
|
Scheduling & crew allocation |
Calendar/Gantt with resource rules |
Reduced downtime and clashes |
|
Material lot tracking |
Lot/dye association & delivery receipts |
Lower waste and correct allocations |
|
Reporting & job costing |
Real-time dashboards + variance reports |
Improved margin visibility |
This feature comparison illustrates how integrated project management translates into enhanced project control and financial outcomes.
How Does the Module Handle Estimating, Installation Scheduling, and Material Tracking?
Estimating begins with templates and historical cost entries that map directly to SOV line items, producing bids that already reflect billing structure and anticipated billings. Installation scheduling assigns crews, windows, and dependencies using calendar views and constraints tied to delivery dates and site access, which minimizes crew idle time and rework. Material tracking labels kits and dye lots, logs deliveries against jobs, and allocates consumption to tasks so the job cost ledger accurately reflects actual materials used. These connected workflows create a seamless chain from estimate to installation to invoice, reducing errors and enhancing cost predictability. Together, these practices minimize waste and strengthen the link between field activity and billing readiness.
This operational visibility flows into job costing and reporting, where managers can measure performance and refine bids.
How Can Flooring Contractors Use Job Costing and Reporting to Increase Profitability?
Accurate job costing and timely reporting empower contractors to identify margin leaks, adjust forecasts, and refine future bids based on actual outcomes rather than assumptions. Key reports include cost-to-complete, cost vs. budget variance, and labor productivity by crew or task; these insights reveal where overruns occur and where efficiencies can be scaled. By monitoring KPIs such as gross margin per project, days sales outstanding, and material variance, teams can prioritize corrective actions like renegotiating change orders or reallocating resources. Regular review cycles driven by dashboard insights help firms tighten bidding assumptions and reduce unforeseen expenses. Implementing these practices drives incremental profitability improvements that compound across portfolios.
After detailing project management features, it is beneficial to summarize how the Commercial Module packages these capabilities for hands-on evaluation and walkthroughs.
For contractors seeking a closer look at project management features and real-world workflows, Comp-U-Floor offers feature walkthroughs and case overviews that demonstrate estimating-to-invoice scenarios and material-tracking benefits. These walkthroughs can help operational leaders visualize the impact on scheduling and job costing without committing to a full deployment.
How Does Mobile Access Enhance Field Operations for Commercial Flooring Contractors?
Mobile access brings field-verified data into project systems in real time, enabling crews to report progress, capture photos, log time, and accept on-site payments that feed directly into the billing pipeline. When technicians complete an area or finish installation tasks, mobile checklists and timecards update the job record, which can trigger percent-complete adjustments for progress billing. Photo attachments and digital signatures substantiate quality and completion, reducing back-and-forth between office and site that delays invoicing. On-site payment processing and signature capture close the revenue loop immediately for smaller change orders or supplemental charges. Overall, mobile functionality reduces administrative lag and enhances data fidelity between field and office.
Below is a concise list of mobile capabilities commonly leveraged to accelerate field workflows and billing.
- Job checklists and crew timecards for precise progress reporting.
- Photo and document attachments to support payment applications and quality control.
- On-site payment capture and signature collection to finalize smaller billings.
These mobile features combine to shorten approval timelines and enhance billing accuracy, which in turn accelerates cash flow and minimizes disputes.
What Mobile Features Support Real-Time Job Tracking and On-Site Payment Processing?
Mobile features include structured job checklists, electronic time capture, photo and document uploads, and payment terminal or card-capture integration that together enable crews to complete end-to-end field workflows. A technician can mark tasks complete, attach a photo of finished areas, enter consumed materials, and collect a client signature or payment during the same visit, which instantly updates the central project record. This immediacy prevents lost receipts, eliminates duplicated data entry, and provides the office with near real-time visibility into job status. The result is fewer reconciliation tasks and faster preparation of progress invoices based on verified on-site data.
These mobile improvements also strengthen communication between field and office teams and reduce rework stemming from scope misunderstandings.
How Does Mobile Integration Improve Communication Between Field and Office Teams?
Mobile integration synchronizes field updates with office dashboards, generating notifications for supervisors and billing staff when milestones are reached or scope changes occur, which reduces lag and clarifies responsibilities. When a field update triggers an invoiceable event, office staff receive the necessary documentation including photos and signatures to compile payment applications without chasing crews for missing evidence. This closed-loop communication reduces rework, improves approval speed, and aligns expectations on both sides of the contract. In practice, better communication results in fewer billing disputes and more predictable project cash flow.
How Can Flooring Businesses Integrate the Commercial Module with Existing Accounting and ERP Systems?
Integrations connect operational data—such as invoices, vendor bills, and job cost transactions—to accounting systems to preserve ledger accuracy and streamline month-end close. Common integration patterns synchronize invoices and payments, vendor bills and purchase orders, and GL account mappings so that job costs reconcile with financial statements without repetitive manual entry. For many buyers, compatibility with existing accounting software is a critical criterion since integration reduces reconciliation errors and accelerates financial reporting. Mapping data flows and validating GL code mappings before integration mitigate surprises during go-live and ensure smooth transfers between field systems and book of record.
The next subsection lists supported integrations and recommended pre-integration checks to ensure a smooth technical fit.
What Accounting Software Integrations Are Supported, Including QuickBooks?
Supported integrations typically include direct synchronization of invoices, vendor bills, payments, and GL mappings to mainstream accounting packages; QuickBooks is commonly highlighted as an integration target for mid-market contractors. Data flows generally move job-level invoices and payment applications into the accounting system as AR entries, while vendor bills and purchase orders sync in the opposite direction to maintain a single vendor ledger. A recommended pre-integration checklist includes verifying GL account structure, confirming job and cost code alignment, testing data mappings in a sandbox environment, and establishing failover processes for unmatched records. Performing these steps reduces reconciliation overhead and speeds adoption.
A concise integration checklist helps teams prepare for a successful connection between project and accounting systems.
- Confirm GL structure and job code mapping before integration.
- Test sample transactions in a controlled environment.
- Establish error-reporting workflows and reconciliation procedures.
These checks reduce the risk of misposted entries and simplify month-end closure after integration.
How Does Integration Improve Financial Accuracy and Reduce Errors?
Integration enhances accuracy by eliminating duplicate data entry, enforcing consistent GL mappings from jobs to financial accounts, and ensuring that SOV-to-invoice relationships remain intact during transfer. Instead of manually re-keying invoices or bills, data flows move validated records from project systems into accounting, which reduces transcription errors and prevents mismatched entries. This consistent mapping produces cleaner trial balances, faster reconciliation at month-end, and fewer adjustments for misallocated costs. Organizations that integrate project and financial systems typically experience shorter close cycles and improved confidence in margins reported by project managers and finance teams.
Integrating these systems provides the operational and financial clarity necessary to scale commercial flooring operations while preserving margin and cash flow discipline.
Frequently Asked Questions
What types of flooring projects are best suited for the Comp-U-Floor Commercial Module?
The Comp-U-Floor Commercial Module is especially advantageous for multi-phase flooring projects, such as those in commercial buildings, multi-family apartments, and large-scale renovations. These projects often involve intricate billing structures, staged payments, and detailed tracking of materials and labor. The software’s capability to automate progress billing and manage AIA Schedule of Values makes it ideal for contractors who need to maintain cash flow and minimize disputes over payments. By streamlining these processes, the module enhances operational efficiency and financial accuracy across various project types.
How does the Comp-U-Floor Commercial Module enhance project visibility for contractors?
The Comp-U-Floor Commercial Module boosts project visibility by integrating real-time data from field operations with financial management tools. Contractors can access dashboards that display key performance indicators, such as job progress, cost-to-complete, and labor productivity. This visibility empowers project managers to make informed decisions, allocate resources effectively, and identify potential issues before they escalate. By providing a comprehensive view of both operational and financial metrics, the module helps contractors maintain control over their projects and improve overall profitability.
Can the Comp-U-Floor Commercial Module be customized for specific flooring needs?
Absolutely! The Comp-U-Floor Commercial Module offers customization options tailored to the unique needs of flooring contractors. Users can create templates for AIA Schedule of Values, adjust billing structures, and conp project workflows to align with their specific operational requirements. This flexibility allows contractors to adapt the software to their business processes, ensuring that it meets their needs for estimating, scheduling, and billing. Customization enhances the module’s effectiveness, making it a valuable tool for a wide range of flooring projects.
What training resources are available for new users of the Comp-U-Floor Commercial Module?
Comp-U-Floor provides a variety of training resources for new users of the Commercial Module, including online tutorials, user manuals, and live webinars. These resources are designed to help users understand the software’s features and functionalities, ensuring they can maximize its benefits. Additionally, Comp-U-Floor offers customer support to assist with any questions or challenges that may arise during the onboarding process. This comprehensive training approach helps users become proficient in using the module effectively and efficiently.
How does the software handle change orders during a project?
The Comp-U-Floor Commercial Module effectively manages change orders by linking them directly to the AIA Schedule of Values and project cost codes. When a change order is initiated, the software allows users to adjust the corresponding SOV line items and automatically updates the billing and project documentation. This integration ensures that all changes are accurately reflected in the financial records, reducing the risk of disputes and ensuring that contractors are compensated for additional work. The streamlined process enhances transparency and keeps all stakeholders informed throughout the project lifecycle.
What are the benefits of using mobile access with the Comp-U-Floor Commercial Module?
Mobile access with the Comp-U-Floor Commercial Module offers significant advantages for contractors working in the field. It allows crews to report progress, capture photos, and log time directly from job sites, ensuring that data is updated in real time. This immediacy reduces administrative lag and enhances communication between field and office teams. Additionally, mobile access enables on-site payment processing, which can accelerate cash flow. Overall, these features improve operational efficiency, reduce errors, and enhance the accuracy of billing and project tracking.
Conclusion
The Comp-U-Floor Commercial Module empowers flooring contractors by streamlining progress billing, enhancing cash flow, and alleviating administrative burdens. By automating workflows and integrating project management tools, businesses can achieve greater accuracy and efficiency in their operations. Understanding these benefits positions contractors to make informed decisions about their software needs. Discover how the Comp-U-Floor Commercial Module can revolutionize your flooring projects by exploring our offerings today.