Draw tracking
Every draw, every GC, every cutoff — in one log.
Billing is not hard because the arithmetic is hard. It is hard because fifteen jobs have fifteen deadlines, each GC wants it a different way through a different portal, and the whole schedule lives in one person’s head. SubMark keeps the deadlines in a calendar and the draws in a log against the schedule of values, so billing week is a review rather than a reconstruction — and so “what have we billed and not collected” is a number you read.
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- Each job carries its GC’s cutoff day, due day and submission method, with a reminder before the date.
- Drawn, certified and received are three separate numbers, because they are three separate events.
- Push a finished draw to QuickBooks Online as an invoice with a click, one at a time.
Why billing week eats a weekend.
Nine calendars in one head
One GC cuts off on the 20th, another on the 25th, a third wants it by the Friday before. Miss one and the money moves a full month, on work you have already paid your crews for. Nothing about that failure is visible until after it has happened.
The submission method is part of the deadline
Knowing the date is useless if nobody remembers that this GC wants their own Excel template, that one goes through a portal, and the third takes a PDF by email. The person billing is often not the person who set the job up.
Billed, certified and paid get collapsed into one column
A draw submitted is not a draw certified, and a certified draw is not money in the account. A workbook with one amount column cannot tell you which jobs are billed and uncollected — which is the number that decides whether you make payroll.
Nobody can answer “where is that money”
A partner asks about a job and the answer takes forty minutes of opening files, because the submission is in SharePoint, the certification is in an email and the deposit is in QuickBooks.
How a draw runs through SubMark.
The deadline finds you, the progress is already recorded, and the draw stays on the record until the check clears.
- 01 The deadline finds you
Each job carries its GC’s cutoff day, due day and reminder window. The draw calendar shows the month ahead across every job, so the question is never “whose billing is due next week”.
- 02 Bill the lines, not a blank form
Percent complete per line is what you have been recording all month, so the draw opens from a position. It carries the amount drawn, the retainage held and the check amount you should expect as one linked set.
- 03 Submit it the GC’s way
You submit through whatever system that GC requires — their template, their portal, or an email. The job already records which one it is, along with the portal address and any notes the last person left.
- 04 Or log one you already sent
Upload the draw you submitted elsewhere and the figures are read off it for you to confirm, or type them in. Either way it lands directly in Drawn and shows up on the calendar and in the report like any other.
- 05 Track it to the deposit
Mark it Certified when the GC certifies it, at whatever amount they certify, and Received when the money arrives. The job shows contract value, billed to date and total paid side by side.
- 06 Send it to the books
Push the draw to QuickBooks Online as an invoice with a click. The row carries a “QB entered” date, so accounting can see at a glance which draws are already in the file.
Everything above ships today and none of it is a tier you upgrade into. The core modules are on in every trade pack from setup; a few extras, like the invoices inbox, are a switch in Settings. The full list is on the product page.
In the app
The draws report, across every job you have.
One table, filterable by month, quarter, year, all time or a custom range, with the columns a sub’s office actually argues about:
- Status
- Drawn, Certified, Received — or Skipped, for a month you deliberately did not bill.
- Amount drawn
- What you billed: the gross, before retainage comes off.
- Retainage
- Held on this draw, as a dollar figure, whether it came off as a percentage or was entered directly.
- Check amount
- Gross minus retainage — what you should actually expect to receive.
- Expected payment
- When you expect the check — a month after the draw date unless you set it — so a late check is late against something.
- Received date and amount
- What arrived and when. A short payment stays visible instead of being reconciled away.
- Final billing
- Flagged, because the last draw on a job releases retainage rather than billing new work.
- QB entered
- Accounting’s own checkmark, so “is this one in QuickBooks yet” is a column rather than a conversation.
Filter it to one job, or read it across all of them, and export the same table to Excel or PDF.
Straight answer
What it does not do.
A product page that only lists wins is a product page you stop trusting in week two. These are the gaps, in our own words, before you find them yourself.
- It does not submit for you and it does not log in to your GC’s portal. Thirteen GCs means thirteen portals, and none of them have an open door. You submit the way that GC requires, then the draw is on the record here.
- The submission-method list names the portals subs are made to use, Procore, Textura and GCPay among them. Those are labels for how you submit — not integrations, and nothing is sent anywhere on your behalf.
- It does not produce the owner-standard billing forms. SubMark is the record of what you billed, what was certified and what was collected.
Which trades feel this most.
Same problem, different shape. Each trade page leads with that trade's own phases, schedule of values and wording.
Electrical
Long jobs across several GCs put three different cutoff dates in the same week.
Painting
High job counts and short durations: more draws, more deadlines, less room for a missed one.
Fire Sprinkler
Inspection-gated progress makes the timing of a draw as consequential as the amount.
Questions
Draw tracking: what a sub’s office actually asks.
Does SubMark submit the draw to my GC?
No. Every GC has a different system and most of them have no open door. You submit the way that job requires — their template, their portal, email — and SubMark holds your record of it: what you drew, what they certified, what arrived and when.
What is in the draw calendar?
Each job’s billing cutoff day, due day, reminder window and submission method, across every GC, in one month view. The reminder is the part that matters: a billing system you have to remember to open has not solved the problem.
Can we log a draw we already submitted somewhere else?
Yes. Upload the draw you submitted and the figures are read off it for you to confirm before anything is saved, or enter them by hand. It lands in Drawn and behaves like any other draw from then on.
Can draws go to QuickBooks?
A draw can be pushed to QuickBooks Online as an invoice with a click, one at a time. It is a push you choose rather than a background sync, so your accountant’s file never fills with drafts you were still working on. Bills and purchases come the other way automatically, hourly, if you turn that on.
What if the GC certifies less than we billed?
Then Drawn and Certified are two different numbers on the record and the gap is the first thing you see. A single amount column hides exactly the discrepancy you need to go argue about.
Is this built for subcontractors or for GCs?
Sub-side, entirely. It assumes you are the one submitting into somebody else’s system and waiting on their certification — not the one running a payment review queue.
Read next
Schedule of values for subcontractors: how to build one that bills clean
Every draw reads from the SOV. This is how to build one that does not fight you every month.
Billing extra work without a signed change order
Why extra work does not belong quietly inside a draw, and what to do instead.
Put next month’s draws on one calendar.
Start the trial, create two jobs with two different GCs, and set their cutoff dates. The calendar is the fastest part of SubMark to find useful.
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$249/mo for your company, your first 3 office users included, $39/mo each after that. Field crews are free and unlimited. See what's included →
The rest of the job
Change orders
From the day the field finds the change to the day it is in the schedule of values, with an audit trail at every step.
T&M tickets
Priced in the office off your own rate lists, signed on site, and several tickets roll into one change order.
Schedule of values
One SOV per job, built from your trade’s own breakdown, locked when the first draw goes out, and approved change orders added to it automatically.
Retainage tracking
Five or ten percent of everything you have ever billed, sitting somewhere, on jobs some of which finished last year.
Daily logs
The record that wins an argument nine months later, written in two minutes by a foreman who wants to go home.
Lien waiver tracking
Which waivers went up the chain, which the GC has received, and which draw is sitting still because one of them has not.
Job costing
The overrun you can still do something about, instead of the one you find in the end-of-job autopsy.
Crew scheduling
Who is on which job on Monday, across every job — and a flag the moment the same crew is promised to two of them.
QuickBooks
Bills and card purchases pull back as job costs. Draws and POs push across with a click. Your books stay your books.
Time tracking
Hours per worker, per job, per day — signed by the worker who worked them, approved by the office, and read straight into job costing.
Safety records
Toolbox talks signed off per person, scored site inspections, and certification and COI expiries you see 30 days out instead of on the day.