Construction Back-Office & Project Support in Madisonville, Kentucky
Lady Ledger runs the billing, paperwork, and project documentation behind contractors and local businesses across Madisonville, Kentucky and western Kentucky. You build. We run the office.
Who we help
You Do Not Have to Be a General Contractor to Work With Us
Contractors, Subcontractors & Skilled Trades
From one-person crews to growing companies, we handle the invoices, change orders, and job records that wait until the truck is finally parked for the night.
Plumbing & HVAC Businesses
Service calls, installs, and maintenance contracts generate steady paperwork. We keep the billing current and the records organized so nothing slips between jobs.
Small, Family-Owned Businesses
When the owner is also the bookkeeper, scheduler, and receptionist, something always falls behind. We take the recurring office work off your plate.
Realtors & Real Estate Professionals
Property records, scans, and condition documentation stay organized and easy to hand off to a buyer, a lender, or a closing team.
Construction Business Management and Project Support
Lady Ledger provides construction business management and project support to businesses across Western Kentucky. Our services include:
- Construction billing, invoicing, and change orders
- AIA billing and project closeouts
- Xactimate estimates and reports
- Project management and scheduling
- DocuSketch scanning and documentation
- Administrative and operational support
We help businesses stay organized, profitable, and focused on the work they do best.
Meet Kayla & Gabby
At Lady Ledger, we work alongside contractors, office managers, and business owners to keep projects organized and paperwork under control. Paperwork should never be the reason a good contractor falls behind, and that’s the promise we keep. Invoices, change orders, closeout packages, Xactimate estimates, and DocuSketch scans leave our office handled by people you know by name, not a faceless service you have to explain your jobs to every single time.
If you already have an office manager, we’re here to support them, not replace them. We lift the overflow, cover the paperwork that stacks up in busy season, and take on specialized work like AIA billing and Xactimate reporting, so your own team has room to breathe. They stay in charge of your office, and we make their days lighter.
If you don’t have an office team yet, Kayla and Gabby can step in with billing, documentation, project management, and day-to-day operations, quietly becoming the back office you need. Reach out through our contact page to schedule a consultation and tell us where the paperwork is backing up.
Billing, Paperwork and Property Services
Construction Billing & Invoicing
Invoices go out on a schedule, not whenever someone gets to them. We build the pay application, apply retainage, track what is owed, and follow up until the money lands.
AIA Billing
AIA pay applications get sent back over small math errors. We prepare the G702 and G703 forms, carry change orders forward, calculate retainage, and submit applications that architects and owners can approve the first time.
Change Order Management
Verbal approvals vanish the moment a job goes sideways. We document every scope change, price it, route it for signature, and carry the approved amount into your billing.
Why Lady Ledger
Construction-Focused Back-Office Expertise
We understand the billing, documentation, and administrative challenges that can keep contractors from focusing on their actual projects.
One-Stop Operational Support
We handle billing, invoicing, change orders, closeouts, project documentation, and other critical administrative tasks under one roof.
Insurance Documentation Expertise
Our Xactimate reporting services help contractors, restoration companies, and insurance professionals document costs clearly when working through insurance-related projects.
Technology-Driven Project Documentation
We use tools such as DocuSketch to capture detailed property information and provide contractors, restoration teams, property managers, and real estate professionals with stronger visual documentation.
Want more information?
What Changes Once We Take Over
Here is what changes once Lady Ledger takes over your paperwork.
Less admin on your plate: Invoices, change orders and records get handled by someone else, so your hours go back to the work you are paid for.
Files you can find: Every job keeps its documents in one organized place, ready the moment an owner, adjuster, or inspector asks for them.
A clearer picture of the money: With billing current and records tidy, you can see what is billed, what is still open, and which jobs earn instead of guessing months later.
Your evenings back: Paperwork done tired is where the expensive mistakes hide. Handing it off returns the part of the week that usually disappears first.
A Simple Handoff That Takes Work Off Your Desk
- 1Step 1
We talk about where it hurts.
We start with a conversation about the paperwork that is backing up most, whether that is billing, closeouts, or insurance documentation.
- 2Step 2
We gather what exists.
Contracts, open jobs, schedules, and whatever records you have, in whatever shape they are in. Behind months or starting from paper is a normal place to begin.
- 3Step 3
We set a schedule.
Billing days and reporting dates get fixed so work leaves on a steady rhythm your customers come to expect, instead of whenever a spare hour appears.
- 4Step 4
You see the first results.
Most clients see their first deliverable inside the first billing cycle, while the older backlog gets cleaned up quietly in the background.
Industries we serve
From one person crews to growing companies, these are the businesses we hear from most.
General Contractors
Pay applications, change orders and closeout files.
Handymen
Clean invoices and job records.
Plumbing Companies
Billing and records that keep pace.
HVAC Companies
Invoices and documentation for installs and service.
Mom and Pop Shops
Back office help for busy owners.
Real Estate
Property scans and organized records.
Insurance
Estimates and property documentation.
Something Else?
If you bill for work and keep records, ask us.
Files you can find: Every job has its documents in one organized place, ready when an owner, adjuster or inspector asks for them.
Serving the tri-state region
We serve contractors, subcontractors, restoration companies, property managers, and other businesses across Western Kentucky.
We are based in Madisonville, Kentucky, and work with clients within about 70 miles. That reaches Paducah, Bowling Green, Evansville and Clarksville.
Kentucky counties
Madisonville
Mortons Gap
Greenville
Hopkinsville
Dawson Springs
Nortonville
Earlington
Hanson
Central City
Princeton
Calhoun
Providence
Crofton
White Plains
St. Charles
Manitou
Nebo
Bremen
Powderly
Slaughters
Indiana
Vanderburgh (Evansville)
Warrick
Tennessee
Montgomery (Clarksville)
- Licensed & Insured
About Lady Ledger
Lady Ledger provides construction business management and project support for Western Kentucky businesses that want to stay organized, profitable, and focused on their work. We take on the back office work that overwhelms growing companies, from billing and documentation to insurance paperwork, so contractors, trades, restoration companies, real estate professionals, and property managers can run stronger, more efficient businesses.
Why Choose Us?
2 Competitive Advantage Number One
Describe the item or answer the question so that site visitors who are interested get more information. You can emphasize this text with bullets, italics or bold, and add links.
Construction-Focused Back-Office Expertise
We understand the billing, documentation, and administrative challenges that can keep contractors from focusing on their actual projects.
One-Stop Operational Support
We handle billing, invoicing, change orders, closeouts, project documentation, and other critical administrative tasks under one roof.
Insurance Documentation Expertise
Our Xactimate reporting services help contractors professionally document costs when working through insurance-related projects.
Technology-Driven Project Documentation
We use tools such as DocuSketch to capture detailed property information and provide contractors with stronger visual project documentation.
Keep Every Job Billed, Documented, and Moving in Mortons Gap, KY
Kentucky law gives a property owner 30 business days to pay a properly submitted invoice, and none of that clock starts until the billing is right. Lady Ledger keeps construction billing, AIA pay applications, change orders, Xactimate reports, and project documentation moving for contractors across Madisonville, Kentucky and the surrounding Hopkins County area. You build the project and we help run the business behind it, from the first invoice through closeout. Our team handles the billing, paperwork, scanning, and scheduling that pile up when work gets busy, backed by 15 years in construction operations. Contractors, restoration companies, and property managers lean on us for records that actually hold up.
Frequently Asked Questions
What does a construction back-office company actually handle?
Everything off the jobsite. Billing, pay applications, change orders, subcontractor paperwork, scanning, documentation, and project coordination all sit with us, so you stop running the office from a truck seat at 9 at night.
Do I have to be a general contractor to hire you?
Not at all. We work with trades, handymen, plumbing and HVAC businesses, small family-owned companies, realtors, and insurance professionals. If you bill for work and keep records, we can help.
Can you work alongside the CPA we already use?
Yes, and most clients keep theirs. We handle the day-to-day records, billing, and documentation all year, then hand your accountant clean figures at tax time instead of a shoebox.
Do you work remotely or come to the jobsite?
Both, depending on the task. Billing, documentation, and coordination run remotely. Scanning and property imaging happen on site, scheduled around demolition, framing, or whatever stage the job has reached.
