This document discusses accounting software options for construction companies. It describes a construction accounting application that allows users to track projects from initial budgeting through property management. The application features integrated accounting modules, budget tracking and revisions, and electronic document storage. It also transitions smoothly between construction and property management phases. Managing complex, multi-site construction projects with varying costs and regulations requires comprehensive financial oversight and reporting, which these applications aim to provide.

1. 34
A
large construction job involves carpenters, electricians, painters,
plumbers, various apprentices, equipment operators and an array of
other workers performing required tasks. Each trade classification has
its own pay scale; each worker requires a payroll record with varying
amounts withheld from each paycheck.
There are costs for equipment, materials and subcontractor work.
There’s an initial budget and a working budget. There are change orders and per-
haps some costly difficulties no one anticipated. Monitoring cash flow is crucial, as
is evaluating actual income and expenses as the job progresses.
These and many more elements require financial oversight, and that’s just for
one construction project—compounded for companies overseeing multiple jobs
across the country with differences in pay scales, taxes and costs for equipment,
materials and other items.
The applications featured in the following reviews are designed for companies
that face such complex, comprehensive construction accounting needs. Each
application incorporates modules or menu selections for payroll, job
costing, accounts payable, accounts receivable and other accounting
functions. Data entered for one function automatically updates the
general ledger and other relevant modules. Electronic repositories
archive invoices, proposals, change orders and other documents. Open
database connectivity (ODBC) and other interface capabilities transfer data
to other widely-used business applications.
Reporting options provide current overviews of company-wide perfor-
mance, while also allowing managers to drill down to details crucial to
individual jobs. A manager may notice, for example, that unexpected
expenseswereincurredforremovingburieddebrisfromonejobsite,while
a framing crew assigned to other projects keeps completing assigned
work under budget. That analysis enables managers to adjust current
plans and projections. Such reports also offer insight for enhancing the company’s
future financial performance.
These applications recognize that construction companies face scrutiny regard-
ing the security of crucial data and the accuracy of financial statements. Adminis-
trator-definedsettingsrestrictaccesstovariousdatafieldsormodules,whileaudit-
reporting functions assemble data deemed most crucial by external auditors.
Choosing which application is best depends on a company’s particular organi-
zational needs and computing preferences. All of these applications, though, give
managers the information and financial planning tools they need to oversee a
construction project from the initial proposal stage, all the way through ribbon-
cutting ceremonies.
—By Richard Buse
34
CONSTRUCTION
TOP
5
Colonial Systems 35
eTEK Accounting 36
FOUNDATION 37
QuickBooks Master Builder 38
Timberline 39
For Practitioners … By Practitioners June/July 2006

2. 35June/July 2006 For Practitioners … By Practitioners
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CONSTRUCTION
By Lori Widmer
T
he Colonial by Maxwell
property management
application, offered by
Maxwell Systems, Inc., is
designed for large-scale construction
projects that transition into property
management and accounting needs.
The property management piece of
the software integrates 100 percent
with construction and accounting,
and offers forecasting and budgeting
tools.
Features
The “tickler notification” window comes up when opening
the application. The Tickler is a date-oriented reminder of an
event or task, much like reminders associated with Microsoft
(MS) Outlook. In fact, the whole of the system seems to borrow
what’s good and familiar about Microsoft programs.
The main screen of the Colonial application should be recog-
nizable because it’s a folder list identical to the ones used in MS
Windows operating systems. Anyone who tools around Win-
dows will feel at home with
the system. Files have drill-
down capabilities, just like
Windows Explorer views.
Entering information
into the system is easy.
The system prompts the
user and the buttons are easy to figure out, even without the
user-friendly manual that comes with the software.
The software is compatible with both MS Windows and
UNIX systems, and the company’s claim that the program
is tightly integrated with MS Office products holds true.
The system also uses “industry standard” databases, such
as Microsoft SQL. Installation was as easy as installing any
Windows product and allows users to be up and running
within minutes. Colonial only requires only 500-odd mega-
hertz of processing speed.
Support comes in various forms, including the company’s
toll-free line with weekend and after-hours support, email and
fax support. The support staff can remotely access customer
machines for more complicated situations.
The software has the ability to track the original project
budget and multiple budget revisions, including the dates of
those revisions. Budgets can be loaded from spreadsheets into
the system. Also, there is an e-banking interface, as well as an
area for cash-basis reporting. Every aspect of a project, from
construction through ongoing management and accounting,
is included. The accounting portion includes payroll, accounts
receivable and accounts payable, bank reconciliation, purchase
orders, and general ledger, to name a few.
Users can type in the name of the company or the number
assigned to the company, and then scroll down through the
various options, such as finding a document, queu-
ing reports, and retrieving a contact’s name and
phone number. Fields are user-defined within the
file-menu system.
Neatly categorized on the left-hand side of the file
menu, information is easy to locate and self-explana-
tory. I was able to click on the Construction file folder and
immediately see the Job Costing command, as well as all the
billing and labor distribution commands within that folder.
Inches from the Construction folder is the Property Manage-
ment folder, which allows tracking of property, tenant services,
investors and investor distribution information, and inventory
and long-term budgeting.
The User Guide is much like the software—low on flash,
high on usability. Screen shots and an eye-friendly layout
helped me find information with little searching.
Summary
It’s not necessarily a pretty or flashy application, but the
Colonial by Maxwell property management application makes
up for pizzazz with its function and user-friendly design.
The real value of this software is its ability to transition from
the construction phase right through management of the
finished property. A bonus is the ability to use this software
on older operating systems with minimal requirements. Users
will be pleasantly surprised by the unsung features of this
comprehensive product.
Maxwell Systems, Inc.
www.maxwellsystems.com
800-688-8226
FamiliarWindows-Style
Interface Offers
Quick Learning Curve
The real value … is its
ability to transition from
the construction phase right
through management of the
finished property.

3. 36 For Practitioners … By Practitioners June/July 2006
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CONSTRUCTION
By Lori Widmer
e
Tek International, Inc.’s
eTek Accounting program
added new functionality
to a popular product. The
software now sports the ability to
schedule work orders, track work
flow, n-tier pricing/inventory, and
manage documents with scanning
and imaging functions. With the
exception of the optional work flow
tracking module, all additions to the
program are included.
Features
Nothing could be simpler—users choose the appropriate field
and up pops a self-explanatory data field. All eTek systems are
integrated with the general ledger and, in many cases, with
each other. A post to the
system maps into the general
ledger and vice versa. Within
each module are tabs that
give the user several options. For example, choosing General
Ledger activates four tabs: Data Entry, Inquiry, Reports and
Actions.
Microsoft (MS) Office 2003 with MS Access 2003 is
required to run eTek. The software is quite flexible with regard
to mapping directly into Microsoft Office programs. Users
can print from MS Word, share information with MS Excel or
email it in the format desired—all with the click of a button on
the menu bar. eTek also integrates well with existing account-
ing software programs, and users are not required to purchase
all modules in order to use the software.
New users can access the online video support that helps
them get started using the system. Also available are email and
toll-free help. Users are even given the option to schedule train-
ing, which is conducted online.
The job costing module comes with a General Ledger,
Accounts Payable/Accounts Receivable GAP-compliant
accounting system. With a simple request, users are able to view
complete A/R and A/P records. Each line item holds “drilled
down” information on each account or record.
The job costing module is based on a user-defined structure.
Since users define the importance of each job, the module will
show what the users define as the specialty or most important
projects. Neatly arranged, the information is listed as projects,
then specific project locations, specific jobs within that project
location and other arrangements.
What’s really useful is that the system allows you to track
your job costs at whatever level you prefer. Users are also able
to track estimated costs versus actual costs using the online
inquiry form.
The G/L system is menu-driven, and resembles a large MS
Excel spreadsheet with what seems like an unwieldy amount of
choices. What I found confusing about this layout was that the
menu items were listed in the fourth column of the
sheet, with the first line being a series of “Accounts
Payable” subsystem folders. It made it a bit more chal-
lenging to find information.
User-defined G/L functionality is a nice feature.
While the screen can be a bit light on self-explana-
tory buttons and tabs, a trained user would have no problem
running through the system’s everyday functions. With the
balance sheet and comparative balance sheet functions, users
select nearly any period of time desired. By defining the date
parameters, you can compare balance sheets within very spe-
cific time frames.
Behind all the features and functions is a constantly-running
audit list. This feature gives the user the ability to click on a
line item and bring up detailed information contained behind
that particular line item.
Summary
As a job cost accounting system, eTek is complete. Any and all
information on a job, from the bill right down to the materials
ordered and work completed, can be stored within each line
item, easily accessible with a mouse click.
eTek International, Inc.
www.etek.net
800-888-6894
User-Defined
General Ledger
Offers Ease of Use
The system allows you to
track your job costs and
estimated costs versus
actual costs using the online
inquiry form.

4. 37June/July 2006 For Practitioners … By Practitioners
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CONSTRUCTION
By Richard Buse
F
oundation for Windows
is a construction-specific
accountingprogramdeveloped
justforlaborand/orequipment-
intensive contractors. Using the
Microsoft (MS) SQL database, the
system creates production reporting,
work in progress, variance and over/
under billings—all on the fly. In
addition, the unique user-definable
drill-downs address multiple
reporting needs, giving construction
professionals the ability to evaluate overall company performance
and still allow drill downs for specific details associated with a
particular job.
Foundation Software enhances the value of Foundation for
Windows by adding unique features focused on helping con-
tractors increase pro-
ductivity and profit-
ability. In its latest
release, Foundation
Software added a new, patent-pending add-on to the base
system called the CPA Audit/Review Module and a Document
Control Module.
Features
The new CPA Audit Review Module, part of the base system
and free to all clients, was created to streamline the audit/
review process and provide auditors with necessary assurance
as construction firms undergo annual audits by independent
accounting firms.
The module generates reports for A/P Materiality, A/R Mate-
riality, Cash Flow by Job, Aging by Job, General Ledger Mate-
riality, Actual Billings and other topics relevant to an auditor’s
evaluation. A direct link enables accountants to submit feedback
and recommendations for improvement to Foundation Software.
The company also offers the module free to any accounting firm
whose clients use Foundation for Windows.
Another important addition to this release is Foundation’s
new Document Control Module. Construction companies are
notorious for producing and receiving immense volumes of
documents, including change orders, requests for information,
purchase orders, invoices and proposals. The Document Con-
trol Module provides a centralized repository for such docu-
ments, enabling users to locate the desired information based
on date, recipient, sender or topic.
The SQL database management system saves data in the
event of a power outage, and transfers information seamlessly
among Microsoft applications, automatically updating MS
Excel spreadsheets or MS Access databases.
Pull-down menu selections open modules for Accounts Receiv-
able, Accounts Payable, Purchase Orders/Subcontract, Payroll,
Job Costing and General Ledger. Each module offers options
for Daily Transactions, Maintenance and Reports.
The Daily Transactions selection records current data,
while the Maintenance option accepts phone, num-
bers, addresses and other data required for reference
and record identification.
Drill-down capabilities enable users to view data
supporting various records. Data transfers automatically from
one Foundation module to another, eliminating the need,
for example, to re-enter information required for the General
Ledger or Audit Review Module. User-defined default settings,
such as pay scales for trade workers assigned to a particular job,
promote further efficiency and reduce entry errors. Templates
for invoices, proposals, letters and other documents allow users
to affix logos, photographs and other custom details.
Foundation’s DataGenie Reporter provides standard report
templates, and also allows users to generate customized fields
based on date ranges or other criteria. Open Database Connec-
tivity (ODBC) integrates data with the reporting capabilities of
Crystal Reports and other applications. Foundation also offers
add-on modules for Executive Management/Project Control,
Equipment Usage and Maintenance, Inventory, Time and Mate-
rial Billing, Unit Price Billing and Consolidated General Ledger.
Each Foundation for Windows purchase includes six months
of support. Annual maintenance plans include upgrades and
unlimited, toll-free phone support with online and email assis-
tance. Foundation issues two major upgrades each year, with
updated tax tables available through a download.
Summary
Foundation Software improved an already powerful accounting
application. Foundation for Windows seamlessly transfers data
among modules and other widely used applications, which eases
implementationandintegrationconcerns.User–definedsettings
enable administrators to configure Foundation functions to fit
specific needs. Foundation incorporates extensive drill-down
and reporting capabilities, enabling managers obtain current,
detailed information with a few clicks.
Foundation Software, Inc.
www.foundationsoft.com
800-246-0800
New Document
Control Module
Provides Flexibility
Data transfers automatically
from one module to another,
eliminating the need to re-
enter information.

5. 38 For Practitioners … By Practitioners June/July 2006
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CONSTRUCTION
By Richard Buse
I
ntuit’s QuickBooks serves
small construction companies
well, but what happens when
an organization outgrows this
software, and what about those
companies whose accounting needs
are already quite expansive?
Intuit offers Master Builder for
such organizations. Master Builder
is a heavy-duty construction business
management program that serves as
a logical product line extension in
Intuit’s family of financial and small
business applications. Intuit, Inc., of Mountain View, Calif.,
acquired Master Builder in 2001, and recently released version
11 of the application.
Features
Master Builder runs on Microsoft (MS) Windows XP
Professional and Windows 2000, and supports numerous
simultaneous users. New administrative controls monitor and
log individual activity, as
well as regulate user access
to various screens and
critical data. Individuals
configure the opening screen of Master Builder to display
work screen links most relevant to their needs. Help menus
open from each screen, with most screens also offering related
tutorials.
Four general functions—Estimating, Production, Account-
ing and Analysis—comprise Master Builder’s capabilities.
Collectively, those functions provide a comprehensive range of
tools to oversee construction project activities, from initial sales
efforts through job completions.
The client tracking component lets managers assign sales
representatives to prospective clients, as well as schedule auto-
matic contact reminders to ensure that prospects receive follow-
up phone calls. A form design tool eases assembly for detailed
proposals that include cover sheets, contracts and price sheets.
To limit liability exposure for large projects, construction
firms often establish smaller companies to oversee various
aspects of the job. A new Copy Company feature allows man-
agers to copy cost codes, charts of accounts, vendors, employees
and other data and formatting elements from one company
database to another.
Master Builder quickly creates purchase orders based on
project estimates or parts lookup data, and archives all change
orders, providing users with required documentation in the
event of disputes. Based on user-defined cost codes, Master
Builder enables managers to assess progress and costs against
an original budget and working budget. The scheduling sys-
tem serves as a Critical Path Management (CPM) tool that
integrates all of the disparate project-related tasks into a coher-
ent scheduling process. In addition, other project management
functions, such as equipment management, subcon-
tract control and project documents (e.g., Daily Field
Reports and Punch-lists), are fully integrated with job
costing and accounting.
A full range of accounting features includes bill-
ing options for contract billing, as well as percent-
age of work completed, unitary costs, and time and materials
expenses. Payroll calculations address workers’ compensation
costs, benefit plans, specific union pay scales and withholding
requirements for particular states or localities. Other standard
screens provide general ledger, accounts receivable, accounts
payable and loan draws data.
The financial review provides monthly, annual or year-to-
date graphs addressing gross profit/sales, net profit/sales, and
overhead to direct expense, as well as trend graphs for cash
accounts receivable, accounts payable, working capital and
other financial measures.
The Job Cost Analysis enables managers to easily analyze
and monitor costs throughout a project, and quickly determine
expenses for items such as labor, equipment and materials. Job
costs post from the general ledger, payroll, inventory, accounts
payable and accounts receivable screens, as well as from a stand-
alone job cost screen.
Intuit offers implementation assistance and initial training, as
well as a variety of online courses. The company issues an annual
tax update and product upgrade for Master Builder, and offers
Silver and Gold annual product support programs. Phone sup-
port is available 5 a.m. to 5 p.m., PST, Monday through Friday.
Summary
In its standard configuration, Master Builder offers an impressive
array of tools for a diverse range of trades. Optional modules
for estimating, inventory service receivables and site licensing
further expand its range of capabilities. Convenient navigation
characteristics and an array of user-defined settings make Master
Builder not only powerful, but easy to learn and use.
Intuit, Inc.
www.masterbuilder.intuit.com
800-726-6278
Navigation and
Tools Super-size
Basic Program
A new Copy Company
feature allows managers to
copy data and formatting
elements from one company
database to another.

6. 39June/July 2006 For Practitioners … By Practitioners
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CONSTRUCTION
By Richard Buse
L
arge construction firms
compile lengthy estimates for
jobs. They record and evaluate
equipment costs, trade labor
wages, change orders, and an array
of other details associated with
managinglargeconstructionprojects.
Monitoring cash flow is crucial, as is
assessing actual income and expenses
compared to budget. Those firms
must also evaluate overall company
financial performance.
Sage Timberline Office suite offers large construction com-
panies a comprehensive range of accounting and management
software tools to address such needs. The suite’s modular for-
mat also enables customers to order and configure modules to
meet specific company requirements. Sage Software acquired
Timberline Software in 2003. Sage Software’s parent company,
The Sage Group plc, is based in the United Kingdom and sup-
ports 4.7 million customers worldwide.
Features
Sage Timberline Office installs on servers using Microsoft
(MS) Windows 2000 or newer versions of the Windows Server
OS, and on workstations using Windows 2000 or newer
versions of the Windows Desktop OS. For mobile, on-site data
access, Sage Timberline Office also works with the Palm 3.1 or
newer versions of the Palm OS.
Module choices include accounting,
estimating, procurement, production
management, project management,
property management, service manage-
ment and reporting tools. Data trans-
fers seamlessly among modules, with
each module incorporating a full range of features.
Based on password and user ID, Sage Timberline Office
enables administrators to restrict individual access to various
tasks, files and records. A variety of customization features
also allow administrators to define toolbar selections, data-
base fields, field descriptions, lists and other items to reflect
company requirements and priorities. With Sage Timberline
Office’s “My Tasks” feature, users configure the application’s
opening screen to display links and icons most relevant to work
responsibilities at a given time.
Sage Timberline Office offers toolbar icons, pull-down menu
selections, pop-up windows and other navigational character-
istics familiar to anyone accustomed to using Microsoft appli-
“MyTasks”Provides
Customized
Opening Screen
cations. In addition to easing learning curves for new users,
those navigation features also reveal the comprehensive nature
of the software’s data recording, management and reporting
capabilities.
The Equipment Cost toolbar icon in the main screen for
Sage Timberline Construction opens a separate pop-up win-
dow. It contains its own menu selections and icons. Tables
open for entering cost codes, revenues, costs and
equipment types. Links and files attach to entries,
with topic-specific Help menu selections providing
direction. Inquiry and Report requests drill down to
specific entries and assess performance over defined
time periods. This allows managers to evaluate the cost-
effectiveness of renting vs. purchasing equipment, or evaluate
monthly cost trends.
Relevant data transfers automatically to other Sage Timber-
line Office modules, saving time and reducing opportunities
for data entry errors to occur. For example, data entered in the
Accounts payable window transfers automatically to Job Cost
and General Ledger records, as well as related equipment and
subcontractor data.
Sage Timberline Office’s Report Designer offers more than
500 report templates for adaptation by individual users. Open
Database Connectivity (ODBC) transfers from Sage Timber-
line Office data to MS Office applications and other popular
programs. An add-on Crystal Reports module further expands
Sage Timberline Office’s reporting capabilities. Reports sched-
ule and queue for printing, fax or email transmission.
Sage Software offers its SmartStart support program for new
users and three annual support plans—BasicCare, Essential-
Care and PremierCare—that offer varying amounts of phone
and online support. Users receive notice of patches, enhance-
ments and tax table updates via email. The company also offers
online and classroom training, as well as consulting services.
Summary
The modular format enables customers to order and install a
robust application suite that meets their specific business needs.
Administrator-controlled security measures and various user-
defined settings allow for further custom configuration, while
compatibility with other widely-used business applications and
ODBC capability make it easy to integrate Sage Timberline
Office with existing software.
Sage Software Corporation
www.sagetimberline.com
800-628-6583
Sage Software offers its
SmartStart support program
for new users and three
annual support plans