How do I track retention that's held until sign-off?

Record the retention as its own line on the job from the start, with its own status, so the held-back amount is visible and gets followed up after sign-off instead of being forgotten.

Can I see which draws are still outstanding across jobs?

Yes. Set a status on each progress draw and filter for unpaid across all active jobs, giving you one list of outstanding draws instead of checking each site separately.

Where do change orders go?

Attach the signed change-order approval to the job record next to the estimate, then record the matching invoice, so the scope change and the bill stay linked.

Does Cash Workspace collect the job payment for me?

No. You collect payments however you already do; Cash Workspace records each stage, its status, and the signed estimate so you always know what's outstanding.

Cash Workspace

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Contractor finance · Invoicing

Track job invoices from deposit to final retention

A job starts with a deposit, bills in progress draws as the work moves, and finishes with a retention payment held back until sign-off — and across several active sites it's easy to lose track of which draw or retention is still outstanding. Recording each job with its deposit, draw, and retention statuses keeps every site's payments visible. Cash Workspace gives contractors one place to record job invoices, set statuses, and attach the signed estimate and change orders.

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The problem

Why job payments slip between the cracks

Jobs bill in stages across multiple sites, and the retention held back at the end is the easiest payment to forget. Without one record per job, outstanding draws and retention hide between the deposit and the final invoice.

A retention payment held until sign-off is never followed up and quietly goes unpaid.
A progress draw was billed but it's unclear whether the client paid it.
Change orders are agreed verbally on site and never invoiced.
Across active jobs you can't say which draws and retention are still outstanding.
The signed estimate that justifies a draw isn't where the invoice lives.

The workflow

Record each job through its billing stages

Set up one record per job and record deposit, progress draws, and final retention as separate lines so each site's payments are visible.

1
Create the job record
When a job is booked, record it with client, job-site address, and the contract total split into deposit, draws, and retention.
2
Mark the deposit paid
Once the deposit lands, set that line to paid so the record shows what's still owed.
3
Bill progress draws
As the work moves, record each progress draw with its amount, date, and status.
4
Record change orders
When a change order is agreed, attach the signed approval and record the matching invoice so the scope change is billed.
5
Track the retention
Record the final retention as its own line so the held-back amount isn't forgotten after sign-off.
6
Filter what's outstanding
Filter for unpaid draws and retention across active jobs so nothing slips between the deposit and the final invoice.

Record structure

What to record for each job invoice

A consistent set of fields keeps every job's billing stages visible across active sites.

Client: The homeowner, GC, or company, kept as one record so all job invoices stay grouped.
Job site: The site address or job name so invoices for different sites don't blur.
Stage: Deposit, progress draw, or final retention, used as a consistent tag.
Amount: The amount for this stage and the currency.
Due date: When the draw or retention is due, so outstanding payments are visible.
Status: Sent, partially paid, or paid, updated as payment lands.
Estimate / change order: The signed estimate and any change-order approval attached to the record.
Fiscal year: The year folder the job belongs to for clean annual totals.

Example setup

An example job invoice setup

One way to keep each job's deposit, draws, and retention straight.

Active jobs

Each open job with deposit, progress-draw, and retention lines, statuses, and job-site notes.

Outstanding draws

A filtered view of progress draws billed but not yet paid across jobs.

Retention to collect

Final retention lines on completed jobs so held-back amounts get followed up.

Signed estimates

The signed estimate and change-order approvals attached to each job record.

Common mistakes

Mistakes contractors make

Forgetting the retention held until sign-off, so the last payment quietly goes uncollected.
Billing a progress draw without recording whether it was paid.
Agreeing change orders on site and never invoicing them.
Mixing invoices from different job sites on one undated list.
Keeping the signed estimate in a truck folder instead of attached to the job record.

How it helps

How Cash Workspace helps

Stages on one job record

Record deposit, progress draws, and final retention as separate lines on the job so each stage's status is clear.

Outstanding filter

Filter by status to see every unpaid draw and retention across active jobs in one list.

Attach estimates and change orders

Keep the signed estimate and change-order approvals attached to the job so each invoice has its paper trail.

Job-site notes

Note the job site on each record so invoices for different sites never blur together.

Contractor receipt organizer

Organize material, tool, fuel, and permit receipts by job and year.

Finance workspace for contractors

The full organizing setup for a contracting business.

Deposit and final invoices

Keep linked deposit and final invoices reconciled per job.

Unpaid invoice tracker

Organize unpaid invoices so follow-up is simple.

All finance workflows

Browse the full Cash Workspace workflow library.

FAQ

Contractor invoice tracking FAQ

How do I track retention that's held until sign-off?: Record the retention as its own line on the job from the start, with its own status, so the held-back amount is visible and gets followed up after sign-off instead of being forgotten.
Can I see which draws are still outstanding across jobs?: Yes. Set a status on each progress draw and filter for unpaid across all active jobs, giving you one list of outstanding draws instead of checking each site separately.
Where do change orders go?: Attach the signed change-order approval to the job record next to the estimate, then record the matching invoice, so the scope change and the bill stay linked.
Does Cash Workspace collect the job payment for me?: No. You collect payments however you already do; Cash Workspace records each stage, its status, and the signed estimate so you always know what's outstanding.

Organizing help — not tax, accounting, or legal guidance

Cash Workspace is a free workspace for organizing invoices, expenses, receipts, clients, and documents. This page is organizing guidance only — not tax, accounting, legal, or bookkeeping guidance. Cash Workspace does not connect to your bank, does not scan or read your receipts for you, and does not move or collect payments. Whether an expense is deductible depends on your situation, so confirm it with a qualified accountant or tax professional.

Never lose a draw or retention between deposit and final

Start a free workspace and record each job's deposit, draws, and retention with their statuses so every outstanding payment is one filter away.