Product Requirements Document

Native Construction Accounting, Inventory, and Subcontractor Portal

Version: 1.0
Date: 2026-06-24
Headquarters: Dallas, Texas

1. Product Concept and Strategic Objectives

Mission Statement

The Native Accounting and Subcontractor Portal is an AI-powered financial automation engine headquartered in Dallas, Texas. Backed by the financial infrastructure of Priority, the platform is specifically engineered for trade contractors (HVAC, plumbing, electrical, landscaping, roofing) and General Contractors. It centralizes field service coordination and financial master-data to connect active jobsites directly with enterprise-grade back-office ledgers.

Value Proposition: The "Contractor MBA" Philosophy

Synthesizing the "Contractor MBA" framework, this platform facilitates a transition from reactive field workflows to systematic financial mastery:

Target Trades

The platform is optimized for the following high-volume, dispatch-centric sectors:

• ▸HVAC (Heating, Ventilation, and Air Conditioning)
• ▸Plumbing
• ▸Electrical
• ▸Landscaping
• ▸Roofing
• ▸General Contracting (Commercial and Residential)

2. Functional Requirements: Native Financial Core (GL, AR, AP)

General Ledger (GL) Architecture

The GL architecture enables granular financial reporting through strict mapping protocols:

• ▸Class Mapping Logic: The system must map ServiceTitan business units (or internal equivalents) to specific QuickBooks Classes. This allows stakeholders to track performance by service line or geography.
• ▸Sub-Account Configuration: Pricebook items must be mapped to specific General Ledger sub-accounts to enable detailed reporting on material vs. labor income.
• ▸Reconciliation: Native reconciliation protocols align customer records and item lists across the internal database and external synced ledgers to prevent data fragmentation.

Accounts Receivable (AR) Lifecycle

The "Proposal-to-Payment" lifecycle is managed through a five-stage digital loop:

1. ▸Digital Estimate Generation — Utilizing templates and pricebook items.
2. ▸E-Signature Integration — Accelerating bid conversion through integrated digital contract formalization.
3. ▸Automated Billing Triggers — Invoices are generated upon job completion or milestone approval.
4. ▸Multi-Method Collection — Secure payment capture utilizing ProfitStars for check processing and ACH, alongside virtual payment capture rails.

Accounts Payable (AP) Automation

The AP module transforms disbursements from a cost center into a revenue engine:

• ▸Vendor Disbursement: Automation of payments to vendors and subs via secure banking rails.
• ▸Invoice Matching: Systematic matching of invoices against purchase orders and project phase codes.
• ▸Interchange Monetization: The system captures interchange incentives and rebates from transaction fees, allowing firms to monetize their routine payables.

3. Functional Requirements: Inventory & Equipment Management

Inventory Tracking & Pricebook Logic

Inventory management connects the central "Pricebook" to real-time job records:

• ▸Sync Protocols: When a technician triggers a manual pricebook update, the application must clear the cached on-device database before downloading new pricing structures to ensure no stale data exists in offline environments.
• ▸Labor Service Configuration: Labor items in the Pricebook must have a blank "Price" field by default. The system dynamically pulls these values from the Customer-Specific Rate Sheet during calculation.

Equipment Management & Field Documentation

• ▸On-Site Tasking: Technicians log serial numbers and equipment details directly into the job record via mobile.
• ▸Media Quality & Storage: Users can toggle between "Standard" and "High Quality" media uploads.
• ▸Purge External Folders Utility: An administrative utility that clears local device storage of media files only after they have been successfully attached and synced to the cloud-based job record.

4. Functional Requirements: Subcontractor Portal & Compliance

Unified Subcontractor Interface

A centralized portal allows external crews to:

• ▸Track assigned work orders and schedules.
• ▸Submit milestones for digital approval.
• ▸Upload jobsite documentation and safety checklists.

Multi-Party Joint Checks

The system manages complex commercial disbursements via the District Bankcard API. This logic handles "Multi-party commercial disbursements" that require multiple endorsements (GC, Subcontractor, and Vendor) to mitigate financial friction and ensure material suppliers are paid.

Automated Lien Waivers & Compliance

To protect project margins, the system automates lien waiver collection:

• ▸Disbursement Prerequisite: A signed lien waiver is a hard-gate for any payment release.
• ▸Signature Timestamps: All lien waivers must include cryptographically verified signature timestamps within the audit trail for legal compliance.

5. Financial Logic & Margin Protection

Gross Margin Formula

The system optimizes project profitability by calculating real-time margin ($M_g$) using the following formula:

$M_g = \frac{R_p - (C_m + C_l + C_s)}{R_p}$

AI-Powered Expense Validation

The system utilizes AI-powered transaction classification to match incoming expenses directly with specific Project Cost Codes and Phase Codes. This ledger function validates expenses against the predefined project budget, flagging unauthorized transactions before they impact the final margin.

6. Field-to-Office Synchronization & Mobile Specifications

Native Mobile Accessibility

Field Workflows & Operational Gates

The following statuses form the technician lifecycle with enforced hard-gates:

1. ▸Check-In — Signals technician availability on the Interactive Dispatch Board.
2. ▸Dispatch — Records the start of travel and updates the audit trail.
3. ▸Arrival — ⛔ Hard-Gate: Triggers automated required arrival forms (safety checklists / pre-work assessments) that must be completed before the "Working" status is enabled.
4. ▸On-Site Tasking — Logging equipment, media, and materials.
5. ▸Close Out — Resolves pending forms and captures payment.

Flexible Timekeeping

The "Flexible Timekeeping" engine automates labor cost ($C_l$) allocation. It calculates the duration between the Dispatch and Close Out events to feed the $M_g$ formula accurately without manual technician entry.

7. Technical Configuration and Security

Permissions Matrix

Data Security & Maturity

• ▸Encryption: All data is encrypted in transit; no user data is shared with third parties.
• ▸Biometric Security: As of the Version 6.0.0 milestone, the platform requires biometric login protocols (FaceID / Fingerprint) for all field access.
• ▸Export Support: "General CSV" export capability is maintained for firms requiring manual synchronization with legacy commercial ledgers.