Bookkeeping for Construction Companies in Ontario
Construction bookkeeping is project-based, not transaction-based. Job costing, progress billing, 10% holdback tracking, WIP reporting, subcontractor management, T5018 filing, HST on construction services, WSIB compliance and CCA on heavy equipment. We handle it all so you can focus on building. Flat fee. Done by a licensed CPA.
What Is Included in Our Construction Bookkeeping Service
Everything your construction company needs to track profitability by job, stay CRA-compliant and satisfy bonding requirements. No hourly billing. No surprises.
| Included | What We Do |
|---|---|
| Job costing | Every dollar of labour, material, subcontractor cost, equipment rental and overhead is allocated to a specific job. You see profit or loss per project, not just for the company as a whole. Configured in QBO or Xero with project tracking. |
| Progress billing and draw tracking | We track progress billings (draws) against contract values, monitor the percentage of completion for each job and reconcile draws to work completed. Revenue recognized per project milestones. |
| Holdback tracking (10% Ontario Construction Act) | We track the 10% statutory holdback on every contract and subcontract. Holdback receivable (owed to you by the GC or owner) and holdback payable (owed by you to subs) tracked separately. Release dates monitored per the Ontario Construction Act lien periods. |
| Subcontractor management and T5018 | We track payments to every subcontractor and file the T5018 (Statement of Contract Payments) with CRA annually. T5018 is mandatory for construction companies paying subcontractors. Penalty for non-filing: $25/day per slip, minimum $100. |
| Work-in-Progress (WIP) reporting | Monthly WIP schedule showing each active job: contract value, costs incurred to date, billings to date, estimated cost to complete, projected profit and over/under billing position. Required for bonding and credit applications. |
| HST filing (construction is fully taxable) | All construction services are taxable at 13%. We file HST returns, claim ITCs on materials, equipment, fuel, subcontractors and overhead. Quick Method is NOT available for construction (exceeds the goods threshold). Regular Method only. |
| WSIB compliance | We calculate WSIB premiums based on insurable earnings and rate group, track quarterly or annual premium payments and reconcile the annual WSIB return. WSIB clearance certificates monitored for your subs. |
| Payroll processing for construction crews | Full payroll: labourers, carpenters, electricians, plumbers, operators, supervisors, office staff. CPP, EI, income tax, union dues (if applicable). ROEs, T4s, WSIB. From $125/month. |
| Equipment CCA and asset tracking | Excavators, loaders, trucks, trailers, scaffolding, generators and tools tracked as depreciable assets. CCA calculated per class. Immediate Expensing applied for eligible CCPC purchases up to $1.5M. |
| Annual T2 corporate tax return | Filed FREE for every construction bookkeeping client. No additional charge. |
For our full construction accounting, tax planning and small business accounting services, please visit our service pages. For incorporation of a new construction company, see our incorporation services ($35 all-inclusive).
How Construction Bookkeeping Works
Four steps. We integrate with your project workflow. You build.
Set Up Job Costing
We configure QBO or Xero with project tracking: one cost centre per job. Labour, materials, subs, equipment and overhead allocated to each project.
Track Costs and Billings
Every invoice, receipt and payroll run is coded to the correct job. Progress billings tracked against contract values. Holdbacks calculated automatically.
Report and Analyse
Monthly WIP schedule, per-job P&L, holdback aging, sub payment tracking and cash flow forecast. Delivered by the 15th.
File and Comply
HST filed monthly or quarterly. T5018 filed annually. WSIB reconciled. Payroll processed bi-weekly. T2 filed FREE.
Construction Bookkeeping from $200/Month
Job costing, WIP reporting, holdback tracking, HST, payroll and T2. All included. Flat fee.
Why Construction Bookkeeping Is Unlike Any Other Business
A retail store recognizes revenue when a customer pays. A construction company recognizes revenue over months or years as work progresses, bills draws against a contract, holds back 10% by law, pays subcontractors on different timelines than it receives payment and has cash flow that depends entirely on project sequencing. Standard bookkeeping breaks on day one.
| Challenge | Why It Matters | How We Handle It |
|---|---|---|
| Revenue recognition is project-based | Revenue is recognized as work is completed, not when the invoice is issued. A $2M contract billed in 8 draws over 14 months must be matched to costs incurred in each period. Percentage-of-completion or completed-contract method required. | WIP schedule prepared monthly: contract value, costs to date, billings to date, estimated costs to complete, over/under billing. Revenue recognized per the method appropriate for your company and contracts. |
| 10% statutory holdback | Under the Ontario Construction Act, the owner or GC must hold back 10% of each progress draw for 60 days after substantial completion (basic holdback) or until all lien periods expire. This creates two categories of receivables: billable and holdback receivable. | Holdback receivable and holdback payable tracked as separate accounts. Release dates calculated per the Construction Act lien periods. Holdback aging report provided monthly. |
| Subcontractor payment chains | You pay subs on different timelines than you receive payment from the GC or owner. A sub's lien rights start when they last supplied services or materials. Late payment can trigger a lien on the project. Trust provisions under the Construction Act require that funds received for a project are held in trust for subs and suppliers. | Sub invoices tracked per job. Payment schedules managed to preserve cash flow while meeting trust obligations and lien periods. Holdback payable to subs tracked separately from amounts due. |
| Cash flow depends on project sequencing | A construction company can be profitable on paper but cash-negative because draws are delayed, holdbacks are locked and material purchases are front-loaded. Cash flow forecasting per project is essential. | Monthly cash flow forecast: expected draws, holdback releases, sub payments due, material purchases and payroll by project. Net cash position projected 60 and 90 days forward. |
| Multiple projects running simultaneously | A GC or trade contractor may have 5 to 20 active jobs at any time. Each job has its own contract value, cost budget, billing schedule, holdback position and profit margin. Company-level financials without per-job detail are meaningless. | QBO or Xero configured with project tracking. Every transaction coded to a job. Per-job P&L delivered monthly alongside company-level consolidated financials. |
| Bonding and credit requirements | Surety companies and lenders require WIP schedules, aged receivable and payable reports, per-job profitability and financial statements prepared in a specific format. Poor bookkeeping = lower bonding capacity = lost bids. | Financial statements and WIP schedules prepared in the format your surety company requires. Updated quarterly or as needed for bid submissions. Bonding capacity maintained through accurate and timely reporting. |
Job Costing: The Foundation of Construction Profitability
Job costing allocates every dollar of cost to a specific project. Without it, you know whether the company is profitable overall, but you have no idea which jobs are making money and which are losing it. A company with 10 active jobs and a 12% overall margin may have 6 profitable jobs at 18% and 4 losing jobs at negative 6%. Job costing reveals the pattern. Without it, you keep bidding losers.
| Cost Category | What Gets Allocated | How We Track It |
|---|---|---|
| Direct labour | Wages, CPP, EI, WSIB and benefits for workers assigned to the job. Calculated from timesheets or daily reports. | Payroll coded by job. Each worker's hours allocated to the project they worked on each day. Labour burden (CPP, EI, WSIB) calculated and applied per job. |
| Materials | Lumber, concrete, steel, drywall, electrical, plumbing, hardware, fasteners and every other material purchased for the job. | Supplier invoices coded to the job at the time of entry. PO numbers matched to projects. Materials delivered to site tracked by job. |
| Subcontractor costs | Payments to subs working on the job: electrical, plumbing, HVAC, drywall, painting, roofing, excavation, concrete. | Sub invoices coded to the job. Holdback payable tracked separately. Sub payment schedule managed per contract terms and lien periods. |
| Equipment costs | Equipment rental charges or owned-equipment usage allocated to the job. Fuel, maintenance and operator wages included. | Rental invoices coded to the job. For owned equipment, an internal charge rate ($/hour) applied based on CCA, maintenance and fuel costs. |
| Overhead allocation | Office rent, insurance, vehicle costs, supervision, permits, safety, administrative staff and other indirect costs allocated proportionally across active jobs. | Overhead allocated by revenue percentage, labour hours or square footage depending on the most appropriate method for your operation. Applied monthly. |
Real GC Example: A general contractor running 8 residential renovation projects used company-level financials only. Overall margin: 14%. After implementing per-job costing, the breakdown was revealing. Four kitchen/bath renovations were running at 22% margin. Two basement finishes were at 11%. One custom home addition was at 3% (nearly break-even). One commercial tenant improvement was at negative 4% (losing money). Without job costing, the GC would have continued bidding commercial TI work at the same margins, not realizing the estimating model was under-pricing that project type by $18,000 per job.
See Profit Per Job. Every Month. Not Just at Year-End.
Job costing, WIP, holdback tracking and per-project P&L. All included in our construction bookkeeping.
Holdback Tracking Under the Ontario Construction Act
| Holdback Component | What the Law Requires | How We Track It |
|---|---|---|
| Basic holdback (10%) | The owner or GC must hold back 10% of each progress payment until the holdback release date. The holdback is to protect subcontractors and suppliers who have lien rights against the project. | 10% holdback calculated on every draw. Holdback receivable tracked as a separate account from the billed receivable. Release date calculated based on the publication date of the certificate of substantial performance. |
| Holdback release timeline | Basic holdback can be released 60 days after the publication of the certificate of substantial performance in the Daily Commercial News, provided no liens have been registered. | Release dates tracked per project. Holdback aging report provided monthly showing the release date and amount for each active holdback. |
| Holdback payable to subs | You must hold back 10% of each payment to your subcontractors under the same rules. The holdback is released on the same timeline as your holdback receivable. | Holdback payable to each sub tracked separately. Matched against your holdback receivable on the same project. Net holdback position reported per job. |
| Trust provisions | Funds received on a construction project are held in trust for the benefit of subcontractors and suppliers. Using project funds for non-project purposes (other jobs, personal expenses, unrelated debts) is a breach of trust under the Construction Act. | Project funds tracked by job. Trust obligations documented. Cash flow reports show which funds are trust-designated and which are available for general use. |
| Prompt payment (effective since 2022) | The Ontario Construction Act requires the owner to pay the GC within 28 days of a proper invoice. The GC must pay subs within 7 days of receiving payment from the owner. Disputes go to adjudication. | Invoice dates and payment dates tracked per the prompt payment timelines. Overdue invoices flagged. Documentation prepared for adjudication if payment is withheld without a proper notice of non-payment. |
Breach of Trust Is Personal Liability: The Ontario Construction Act creates personal liability for directors and officers who authorize the use of trust funds for non-project purposes. If your company receives $500,000 from a GC on Project A and uses $100,000 to cover payroll on Project B before paying Project A's subcontractors, the directors are personally liable for the breach. Job-level cash tracking is not optional for construction companies. It is a legal obligation. We track trust funds per project so you always know which dollars are committed and which are available.
HST Rules for Construction Companies in Ontario
| Construction Activity | HST Status | Key Detail |
|---|---|---|
| All construction services (new build, renovation, repair, demolition) | Taxable at 13% | Every construction invoice is taxable. HST charged on the full contract value including labour, materials and profit. |
| Progress billings (draws) | Taxable at 13% per draw | HST calculated on each progress draw. The 10% holdback is also subject to HST (charged on the full draw amount before holdback is deducted). |
| Change orders | Taxable at 13% | Change orders increase or decrease the contract value. HST adjusted accordingly. Change orders must be invoiced separately or added to the next draw. |
| Materials purchased for a job | Full ITC | HST paid on lumber, concrete, steel, electrical, plumbing, hardware, finishes and every other material is fully recoverable as an ITC. |
| Equipment rental | Full ITC | HST on excavator, crane, scaffold, generator and tool rental is fully recoverable. |
| Subcontractor invoices | Full ITC | HST charged by registered subcontractors is recoverable as an ITC. Verify subs are HST-registered before paying. Non-registered subs do not charge HST and you get no ITC. |
| New residential housing (HST rebate) | Partial rebate available to buyer | Buyers of new residential homes under $450,000 can claim an HST New Housing Rebate (36% of the federal portion). The builder often credits the rebate at closing. Builder must account for the rebate correctly. |
| Quick Method for HST | NOT available for most construction companies | The Quick Method is not available if you purchase goods for resale (materials) exceeding the threshold. Most construction companies exceed this threshold. Regular Method is required. |
HST on Holdbacks: HST is calculated on the full draw amount before the 10% holdback is deducted. If your draw is $100,000, you charge $13,000 in HST on the full $100,000. The GC pays you $90,000 (draw minus 10% holdback) plus the HST. When the holdback is released 60 days later, no additional HST is charged because it was already charged on the original draw. Many contractors miscalculate HST on draws by applying it only to the net payment. This creates a discrepancy that CRA catches on review.
Subcontractor Payments and T5018 Filing
| T5018 Requirement | Details |
|---|---|
| Who must file T5018 | Any business in the construction industry that makes payments to subcontractors. This includes general contractors, trade contractors, developers and property managers who hire construction subs. |
| What is reported | Total payments made to each subcontractor during the fiscal year. The subcontractor's name, address and business number (or SIN if sole proprietor) are required. |
| Filing deadline | 6 months after the end of the reporting period (which is your fiscal year-end). Late filing penalty: $25 per day per slip, minimum $100, maximum $2,500. |
| Why CRA requires T5018 | CRA uses T5018 data to verify that subcontractors are reporting their income. If you report paying a sub $150,000 and the sub reports only $80,000 in revenue, CRA audits the sub. This is the primary tool CRA uses to identify unreported construction income. |
| Collecting sub information | Before paying any subcontractor, collect their legal name, business number (or SIN), address and HST registration status. Without this information, T5018 filing is incomplete and you may face penalties. |
We File T5018 for Every Construction Client: T5018 filing is included in our construction bookkeeping service at no additional charge. We collect sub information at the start of each engagement, track payments per sub throughout the year and file the T5018 before the deadline. Many construction companies either do not know about T5018 or file it late. The $25/day penalty accumulates quickly: a company with 20 subcontractors filing 30 days late owes $15,000 in penalties. We prevent this.
WSIB Compliance for Construction Companies
| WSIB Component | What Construction Companies Must Do | How We Handle It |
|---|---|---|
| Mandatory coverage | All construction companies in Ontario must register with WSIB and carry coverage for every worker. Construction is a mandatory industry. No exceptions for owner-operators in construction. | |
| Rate group and premium rate | WSIB premium rates vary by rate group (trade classification). Rates range from $1.50 to $9.00+ per $100 of insurable earnings depending on the trade and the company's claims history. | Rate group confirmed at registration. Premium calculated monthly based on payroll. Experience rating (MAP or NEER) monitored to reduce premiums through good safety performance. |
| Clearance certificates | GCs and owners require a WSIB clearance certificate before allowing a sub on site. The certificate confirms you are registered and in good standing (premiums paid, no outstanding balances). | Clearance certificates requested and maintained current. We also verify WSIB clearance for your subs before you pay them, protecting you from liability for an unregistered sub's workplace injury. |
| Annual reconciliation | WSIB premiums are paid based on estimated payroll during the year. At year-end, actual insurable earnings are reconciled against estimates. Underpayment results in an additional premium owing. Overpayment results in a credit. | Quarterly payroll reviewed against WSIB estimates. Year-end reconciliation filed. Adjustments paid or credited before the deadline to avoid interest charges. |
| Independent operator status | An independent operator (sole proprietor with no employees) in construction can elect optional WSIB coverage. However, most GCs require subs to carry WSIB coverage regardless of independent operator status. | Independent operator status assessed at onboarding. Optional coverage recommended if working with GCs who require clearance certificates. Premium implications explained. |
Construction Financial Metrics We Track Monthly
| Metric | What It Measures | Industry Target |
|---|---|---|
| Gross margin per job | Revenue minus direct costs (labour, materials, subs, equipment) as a percentage of revenue. Measures project-level profitability before overhead. | 20% to 35% depending on trade and project type |
| Net profit margin | Net profit after all costs (including overhead) as a percentage of total revenue | 5% to 12% for GCs. 8% to 18% for specialty trades. |
| Over/under billing position | Difference between billings to date and revenue recognized to date. Over-billed: you have collected more than you have earned (liability). Under-billed: you have earned more than you have collected (asset). | Target: slight over-billing (positive cash position). Significant under-billing is a cash flow warning. |
| Backlog | Total contract value of signed contracts minus revenue recognized to date. Measures the volume of work remaining to be completed. | 6 to 18 months of annual revenue. Below 6 months signals a need for more bids. |
| Holdback aging | Total holdback receivable by project and expected release date. Measures locked cash that will be released per the Construction Act timeline. | Release within 60 days of substantial completion. Delays beyond 90 days are flagged. |
| Labour productivity (revenue per labour dollar) | Total revenue divided by total direct labour cost. Measures how efficiently labour converts to revenue. | $3.00 to $5.00 in revenue per $1.00 of labour cost |
| Sub-to-self-perform ratio | Subcontractor costs as a percentage of total direct costs. Measures how much work is self-performed vs. subbed out. | GCs: 60% to 80% subbed. Trade contractors: 10% to 30% subbed. |
| Bid-to-win ratio | Number of contracts awarded divided by number of bids submitted | 15% to 30%. Below 10% suggests pricing is too high. Above 40% suggests pricing is too low (leaving margin on the table). |
The 10 Bookkeeping Errors We Prevent for Construction Clients
| # | Error | What It Costs | How We Prevent It |
|---|---|---|---|
| 1 | No job costing (all costs in one pool) | Cannot identify profitable vs. unprofitable project types. Keeps bidding losers. $20,000 to $100,000 per year in avoidable losses on mis-priced jobs. | QBO or Xero configured with project tracking from day one. Every transaction coded to a job. |
| 2 | Not tracking holdbacks separately | Receivables are overstated by 10%. Cash flow forecast is wrong. Holdback release dates missed. Subs not paid on time, triggering liens. | Holdback receivable and holdback payable tracked as separate accounts. Release dates calculated per Construction Act lien periods. |
| 3 | Not filing T5018 | Penalty: $25/day per slip, minimum $100. A contractor with 20 subs filing 30 days late: $15,000 in penalties. | T5018 filed for every construction client annually. Sub information collected at engagement start. |
| 4 | HST miscalculated on holdback draws | HST applied to net payment instead of gross draw. CRA reassesses the difference. Penalties and interest on the shortfall. | HST calculated on full draw amount before holdback deduction. Every progress billing verified. |
| 5 | Breach of trust (using Project A funds for Project B) | Personal liability for directors. Potential criminal charges under the Construction Act. Sub lien claims. | Cash tracked by project. Trust-designated funds identified. Non-trust funds separated for general use. |
| 6 | No WIP schedule for bonding | Surety company cannot assess your capacity. Bonding limit reduced or denied. Lost bids on bonded projects. | Monthly WIP schedule in surety-required format. Updated for every bid submission. |
| 7 | Not verifying sub WSIB clearance before payment | If an unregistered sub's worker is injured on your site, you are liable for the WSIB claim. Premium surcharges and penalties applied to your account. | WSIB clearance certificate verified for every sub before the first payment. Clearance status tracked per sub. |
| 8 | Change orders not tracked or invoiced | $5,000 to $50,000+ in unbilled change order work per year. Revenue lost permanently once the project closes. | Change orders logged as they are approved. Added to the next progress billing or invoiced separately. Contract value updated in the WIP schedule. |
| 9 | Not using Immediate Expensing on equipment purchases | $180,000 excavator deducted over 7+ years instead of year one. $21,960 in first-year tax savings missed. | Immediate Expensing applied for every eligible equipment purchase. CCA class and rate verified. |
| 10 | Using a general bookkeeper who does not understand construction | No job costing. No WIP. No holdback tracking. No T5018. Year-end cleanup costs $8,000 to $15,000. Bonding application fails. | Our bookkeeping team handles construction clients in a dedicated workflow. Job costing, holdbacks, WIP, T5018 and WSIB are standard, not custom setups. |
Transparent Flat-Fee Pricing for Construction Bookkeeping
No hourly billing. No hidden fees. No year-end surprises.
| Service | Fee | Includes |
|---|---|---|
| Monthly bookkeeping (under $1M revenue) | From $200/month | Job costing, progress billing tracking, holdback receivable and payable, bank reconciliation, expense categorization, sub payment tracking, monthly P&L (per-job and consolidated), WIP schedule, HST filing |
| Monthly bookkeeping ($1M to $5M revenue) | From $400/month | Same as above, plus multi-project WIP, bonding-ready financial statements, WSIB reconciliation, change order tracking, overhead allocation, cash flow forecasting |
| Monthly bookkeeping ($5M+ revenue) | Custom pricing | Full-service construction accounting with dedicated bookkeeper. Monthly WIP, bonding support, T5018, multi-project job costing, per-trade analysis. Priced based on transaction volume and complexity. |
| Payroll processing (construction crews) | From $125/month | Bi-weekly payroll, CPP, EI, income tax, WSIB premiums, union dues (if applicable), ROEs, T4s. All support included. |
| T5018 filing (subcontractor payments) | FREE | Included for every construction bookkeeping client. Sub information collected, payments tracked and T5018 filed annually. |
| GST/HST filing | From $150/filing | Monthly or quarterly HST return. Material, equipment, fuel and subcontractor ITCs claimed. Holdback HST calculated correctly. |
| Annual T2 corporate tax return | FREE | Included for every construction bookkeeping client at no additional charge. |
| Incorporation (new construction company) | $35 | Federal incorporation, Articles, minute book, CRA registration (BN, RC, RP, RT). Incorporate for $35 → |
Know Your Exact Fee Before We Start
Flat fee, fixed in advance. 30-Day Money-Back Guarantee. 60-Day Fees-Matching Policy.
Construction Bookkeeping: Cities We Serve
We handle construction bookkeeping across every Ontario city and Canada. No distance limits, no extra fees.
Frequently Asked Questions: Construction Bookkeeping
Construction Bookkeeping from $200/Month. T2 and T5018 Filed FREE.
Gondaliya CPA handles construction bookkeeping for GCs, trade contractors and builders across Ontario. Job costing, WIP, holdbacks, HST, payroll, WSIB. All included. 900+ five-star reviews.
