Flashtract

Flashtract's implementation process is designed to be fast and efficient, helping construction companies streamline billing and payment workflows without disrupting existing systems. Here's a breakdown of what to expect:

Typical Implementation Process

• System Integration: Flashtract plugs into your existing accounting, ERP, or project management systems. It acts as a bridge—not a replacement—so your team can do more with less effort.

• Setup & Configuration: General contractors can lock down billing rules to prevent subcontractor errors, while subcontractors input client requirements once and reuse them across projects.

• Document Automation: The platform automates payment application math, lien waiver generation, insurance tracking, and compliance alerts.

• Training & Onboarding: Flashtract provides support to ensure teams understand how to use the platform effectively, minimizing back-and-forth over payments.

Flashtract is designed to be flexible and adaptable to various business needs in the construction industry:

• Custom Documents: Users can generate AIA-style or company-specific pay applications tailored to their general contractors.

• Project Templates: General contractors can create reusable templates for different types of projects.

• Subcontractor Status Dashboard: Offers visibility and control over subcontractor billing and compliance.

• Segmented Access: Project data is segmented so users only see information relevant to their role, enhancing privacy and control.

• Flexible Payment Options: Supports electronic payments (ACH) and even paper checks, depending on subcontractor preferences.

• Integration Support: Flashtract integrates with popular accounting, ERP, and project management platforms, allowing seamless data flow.

• No Mention of Setup Fees: Setup appears to be included in the plan pricing (1–2 hour setup time).

• Unlimited Storage: Included in the general contractor plan—no extra charge for data storage.

• Support & Maintenance: Not explicitly broken out, suggesting it may be bundled with the subscription. Flashtract emphasizes ease of use and fast onboarding, which implies ongoing support is part of the package.

• Customization Costs: No hidden fees are listed, but final pricing may vary depending on enterprise-level needs.

Flashtract provides a robust onboarding experience tailored to subcontractors and general contractors:

• Quick Start Resources: Includes account setup guides, training videos, and step-by-step instructions for submitting bills and linking with contractors.

• Live Support: Users can access help via phone, email, and in-app chat. Support hours are Monday to Friday, 8:00 AM to 8:00 PM ET.

• Unlimited Assistance: All users receive unlimited support, whether it's technical troubleshooting or help navigating the platform.

• Specialized Help Centers: Dedicated sections for invited subcontractors and suppliers, with walkthroughs for common tasks.

Flashtract takes data protection seriously, implementing multiple layers of security:

• SSL Encryption: All personal and financial data is encrypted using bank-grade SSL protocols.

• SHA Encryption: Documents are protected with server-side SHA encryption technology.

• Strong Password Policy: Passwords must include uppercase and lowercase letters, numbers, and special characters. They must be changed annually.

• Automatic Session Timeout: Users are logged out after 60 minutes of inactivity to prevent unauthorized access.

• Intrusion Detection & Antivirus: All systems are monitored for suspicious activity and protected with up-to-date antivirus software.

• Data Segmentation: Confidential project data is only visible to authorized users.

Flashtract regularly rolls out updates to improve functionality and security:

• Monthly Releases: Updates often include new integrations, branding changes, and security enhancements.

• User Notifications: All users receive advance email alerts before major changes, such as branding updates or feature rollouts.

• Controlled Document Rules: Admins can configure billing requirements with customizable frequency and enforcement settings.

• Integration Improvements: Updates often enhance compatibility with accounting and ERP systems like Vista, Sage 300 CRE, and CMiC.

Flashtract emphasizes user control and secure handling of data:

• User Ownership: Data entered into Flashtract—such as billing documents, lien waivers, and project details—remains the property of the user or organization that submitted it.

• Portability: Because Flashtract is cloud-based, users can access their data from any device with an internet connection. All documents are stored securely and can be downloaded or referenced anytime, even after a project ends.

• Data Segmentation: Confidential project data is only visible to authorized users, ensuring that each party sees only what’s relevant to them.

• Unlimited Storage: Users retain access to historical data indefinitely, which supports long-term recordkeeping and compliance.

Flashtract is designed to flex with your organization’s needs:

• No Per-User Fees: You can add as many internal team members as needed without incurring extra costs. This makes it easy to scale up during busy seasons or large projects.

• Flexible Project Setup: You can configure billing rules, document requirements, and schedules of values per project, allowing for tailored workflows as your business evolves.

• Integration-Friendly: Flashtract plugs into existing accounting and ERP systems, so scaling doesn’t require overhauling your tech stack.

• Support for All Sizes: Whether you're a small subcontractor or a large general contractor, Flashtract’s platform adapts to your volume and complexity.

• Subscription Model: Flashtract operates on a subscription basis, typically tied to project or company-level usage. Renewal terms are often outlined in the initial agreement.

• Cancellation Flexibility: Users can cancel their subscription, but terms may vary depending on whether the contract is monthly, annual, or custom-negotiated.

• No Per-User Fees: Adding internal team members doesn’t affect pricing, which simplifies scaling and contract adjustments.

• Unlimited Support: Even during cancellation or renewal transitions, users retain access to support via phone, email, and in-app chat.

• Data Retention: After cancellation, users still have access to historical documents and billing records thanks to Flashtract’s unlimited cloud storage.

• Transition to Trimble Pay: Since Flashtract joined Trimble in 2024, contract terms may now align with Trimble’s broader enterprise software policies.

Flashtract is built to help contractors stay compliant with industry and legal requirements. Here's how:

• Document-Based Compliance Tracking:
  • Tracks Workers’ Compensation Insurance, General Liability Insurance, W9 forms, and Signed Subcontract Agreements.

  • Supports custom compliance items like bonding documents or pre-billing forms.

• Automated Enforcement:
  • Contractors can configure rules to block invoicing if compliance documents are missing or expired.

  • Flashtract sends automated email alerts two weeks before and after a compliance item expires.

• Project-Level & Vendor-Level Compliance:
  • Compliance can be tracked per project or per vendor, offering granular control.

  • Dashboards display real-time status: Compliant, Expired, or Not Set.

• Secure Document Handling:
  • All compliance documents are encrypted using SSL and SHA protocols.

  • Sample templates can be uploaded for subcontractors to reference and complete.

• Audit-Ready Records:
  • Flashtract stores all compliance documentation in a centralized, searchable cloud repository.
  • This supports legal audits, insurance verification, and internal reviews.