2026 fiscal year — all jobs
Every completed job folder for the year, each confirmed complete and tagged.
Contractor finance · Year-end
Closing out a year of contractor job records
By December a contractor has a dozen or more jobs in various states — some closed and paid, some with one invoice still out, some missing a few receipts from the supply house. Year-end is when all of it has to come together into one clean fiscal-year folder. This checklist walks each job folder, confirms it's complete, and rolls the year up. Cash Workspace gives you one place to check every job and export the lot to your accountant.
The problem
Why year-end is a scramble for contractors
Jobs close throughout the year but nobody circles back to confirm each folder is complete. Come year-end, missing receipts and unmarked invoices surface all at once.
- A job folder is missing the lumber-yard receipts from the framing stage.
- Two subcontractor invoices were paid but never recorded against the job.
- Client billing on the Pine St job is marked neither paid nor unpaid.
- Some jobs live in folders, others in email and texts, with no single year view.
- The accountant asks for the year and you're assembling it from scratch in January.
The workflow
Walk each job, then roll up the year
Go job by job confirming each folder is complete, then gather them into one fiscal-year folder ready to export.
- 1
List the year's jobs
Make a list of every job worked this fiscal year so none gets skipped in the close-out.
- 2
Confirm receipts attached
Open each job folder and confirm material, rental, and fuel receipts are attached to their records.
- 3
Check subcontractor invoices
Confirm every subcontractor invoice for the job is recorded with its amount and status.
- 4
Mark client billing
Mark each job's client invoices paid or unpaid so nothing is left in limbo.
- 5
Roll into a fiscal-year folder
Gather all completed job folders into one 2026 fiscal-year folder.
- 6
Export for the accountant
Produce an accountant-ready export of the year's job records once each folder checks out.
Record structure
What each job folder should have at year-end
Confirm these are present and complete for every job before rolling up the year.
- Job name & client
- A clear job identifier tied to the client it was for.
- Material receipts
- Supply-house and lumber-yard receipts attached to their expense records.
- Equipment & rental costs
- Tool buys and rentals for the job recorded with receipts or agreements.
- Subcontractor invoices
- Each sub's invoice recorded with amount, date, and paid/unpaid status.
- Client invoices & status
- Every invoice billed to the client, each marked paid or unpaid.
- Change orders
- Any signed change orders and their added costs filed with the job.
- Permits & fees
- Permit, inspection, and disposal fee records attached.
- Fiscal-year tag
- The job filed under the correct fiscal year so the roll-up is clean.
Example setup
An example year-end folder setup
One way to roll a year of jobs together inside your workspace.
Jobs needing follow-up
Jobs still missing a receipt or with an unpaid invoice, held here until resolved.
Year-end export
The accountant-ready export of the year's job records, once everything checks out.
Common mistakes
Mistakes to avoid
- Closing the year without confirming each job folder actually has its receipts.
- Leaving subcontractor invoices unrecorded so job costs look incomplete.
- Marking client billing neither paid nor unpaid, so collections stay murky.
- Letting some jobs live outside the workspace in email and texts.
- Starting the roll-up in January instead of walking folders as jobs close.
How it helps
How Cash Workspace helps
One folder per job
Keep each job's receipts, sub invoices, and client invoices together so year-end is a review, not a rebuild.
Clear invoice statuses
Mark each client invoice paid or unpaid so the year's billing picture is complete.
Fiscal-year roll-up & export
Gather completed job folders into one fiscal-year folder and produce an accountant-ready export.
Related
Related contractor finance workflows
Accountant handoff checklist
What your accountant typically wants from the year.
Job closeout checklist
Close each job cleanly as it finishes, not at year-end.
Client invoice status records
Keep paid/unpaid status current on every client invoice.
Year-end accountant handoff
The general year-end handoff workflow.
All finance workflows
Browse the full Cash Workspace workflow library.
FAQ
Year-end job records FAQ
- When should I start year-end close-out?
- The cleanest approach is to confirm each job folder as the job closes through the year, then year-end is just a final walk-through and roll-up rather than a January rebuild.
- What does the export include?
- An accountant-ready export gathers the records you've organized — job costs, receipts, invoices, and statuses. Cash Workspace exports what you've recorded; it does not file anything for you.
- Does Cash Workspace calculate my year's profit?
- No. It keeps your revenue and cost records side by side for review, but it does not compute profit or margin. Any profit figure is for your accountant to determine.
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.
Roll a clean year into one folder
Start a free workspace and walk each job folder to confirm it's complete, then roll the year into a fiscal-year folder ready to export.