Federal contracting opportunities are usually posted on SAM.gov. Our SAMSearch tool lets you define the types of projects that are of interest to your company. You get daily notifications when a project is posted that meets the criteria you have established.

Projects that you want to consider bidding can be saved as a "Qualified Lead" for tracking and to provide visibility to everyone on your bidding team. You will be notified when a revision is posted as the project moves from Sources Sought to Pre-Solicitation to Solication and any time an amendment is published.

When you find a project you want to bid, it moves to the "Bid Calendar". The Bid Calendar is an easy way to see key deadlines such as the proposal due date, site visit date and other basic requirements for those proposals. This is a good time to review the proposal requirements such as the bid bond , and to assign a lead and a bid number. The bars on the right side of each project are color coded to let you know when a bid date is approaching. As your team puts together proposals, each member can update the status of certain requirements, such as whether a bid bond was acquired, or the proposal or price schedule is completed. When projects are marked as Bid, they will stay on the Bid Calendar until their status is changed. If amendments are issued for a project, it is easy to change the date in order to keep the opportunity on the calendar. You can also enter notes about the opportunity at any time in the process to have a record of changes made. When the project status is marked as Submitted, it moves to the Pending Proposal page.

Once submitted, you can update the dollar amount that your company offered, and this will update in the total count of outstanding offers at the top of the page. The opportunity will remain on this page until an award is made, the project is cancelled, or the solicitation is protested. If you are awarded the project, you can change the status to “Awarded to Us” and this will move the opportunity to the Active Projects page. If the project was awarded to a competitor,you change the status to awarded, add a note in the details which firm received the award, and the opportunity will move to the Bid History. You can also enter the final bid amount once submitted.

All opportunities can be found at any stage in the process in the Bid History page. This includes projects marked as new, bid, no bid, submitted, or any of the other status options. You can search your bid history by setting parameters to filter opportunities based on response dates and bid status, as well as filtering by set aside and solicitation type.

Adiona provides a number of tools to help Project Managers during the lifetime of a project. Many of the tools are AI enabled to improve the productivity of the PM and field staff.

The project manager is responsible for delivering the project on time, within budget, and in compliance with the contract requirements. This begins with a thorough understanding of the contract documents—drawings, specifications, scope of work, schedule, and applicable regulatory requirements. For a prime contractor, especially on federal work, this also includes understanding contractual clauses, reporting requirements, change order procedures, and compliance obligations such as certified payroll and safety standards. Adiona consolidates the information related to the project in function specific dashboards and provides access to everyone involved in the project.

Financial management is one of the most critical responsibilities of the project manager. The PM develops and maintains the project budget, tracks costs, manages subcontract commitments, and continuously forecasts the estimated cost to complete. In a small business, the accuracy of these forecasts directly impacts company profitability, working capital, and bonding capacity. The project manager must ensure that billing aligns with progress, manage subcontractor payment applications, collect lien waivers, and protect project cash flow. Regular review of job cost reports and participation in Work in Progress (WIP) evaluations are essential parts of this role.

Project closeout is another critical phase under the project manager’s leadership. This includes completing punch list items, collecting final lien waivers, ensuring compliance documentation is submitted, reconciling final costs, and securing final payment. A well-managed closeout strengthens client relationships and positions the company for future opportunities.

Adiona provides access to the information the Project Maager needs to complete the project sucessfully.

Subcontractor Compliance

The compliance module allows you to manage subcontractor compliance documents that are either flow-down requirements of the prime contract and/or specific compliance requirements unique to your firm. Such items might include executed subcontracts, insurance certificates, W9, E-Verify, and SF1413 forms. A default list of compliance items is provided as a starting point and will meet the needs of most contractors. You can customize the compliance items as needed to meet your specific requirements.

All compliance information is organized by project and you will need to specify the items that you need to track. You can easily modify the defaults to remove items that you don’t need or add items that are not included in the default list. Each item can be supplied with a default status and can include expiration notifications for items that may expire during the course of the project.

Next, you will need to identify the subcontractors or suppliers that are involved with the project. They must be entered into the Contacts module before they can be added to the Compliance list. When a subcontractor is added, each item is set to the default value you specified during the item setup process. When the initial set up is complete, you can start to manage the compliance items for each sub. The status of each item is indicated by an icon. The meaning of the icon is indicated in the Keys section at the bottom of the screen. Items that expire will change as the expiration date approaches. Email notifications will automatically be sent based on the criteria you specified earlier. Documents can be attached to each item as needed. You can view the document by clicking on the icon while in Preview mode.

Lien Waivers

Lien waivers play a critical role in protecting construction companies from financial risk and legal exposure. A lien waiver is one of the primary tools used to ensure that payments made actually extinguish downstream payment claims and prevent unexpected disputes. It is also important to distinguish between conditional and unconditional waivers. A conditional lien waiver becomes effective only when payment is actually received and cleared. An unconditional lien waiver confirms that payment has already been received and removes lien rights immediately. Using the correct form at the correct time is essential; issuing an unconditional waiver before funds are secured can expose a contractor to significant risk.At its most basic level, a lien waiver is a written acknowledgment that a party has received payment and is giving up the right to file a mechanic’s lien for the amount paid. In practice, it acts as a receipt with legal consequences. When properly collected and managed, lien waivers help confirm that subcontractors and suppliers have been paid and that the project is protected from future lien claims related to those payments.

Adiona's Lien Waiver feature allows you to track subcontractore, their subcontractors and suppliers including invoices and waicers throughout the project life cycle.

Certified Payroll

Certified payroll management is a critical compliance responsibility for federal construction contractors. Any contractor or subcontractor performing work on federally funded or federally assisted construction projects subject to the Davis-Bacon Act (DBA) must comply with strict wage and reporting requirements. Proper management of certified payroll is not just an administrative task—it is a legal obligation that directly impacts payment, contract performance, and eligibility for future federal work. Under the Davis-Bacon Act, contractors must pay laborers and mechanics at least the prevailing wage rates and fringe benefits established by the U.S. Department of Labor for the specific project location and classification of work. These wage determinations are incorporated into the contract and are legally binding. Contractors are responsible not only for paying the correct base rate and fringe amounts, but also for properly classifying workers according to the type of work they actually perform on the job site. Certified payroll reporting typically requires submission of Form WH-347 (or an equivalent form) on a weekly basis. This report lists each covered employee’s name, classification, hours worked (including straight time and overtime), rate of pay, gross wages earned, deductions taken, and net wages paid. Each submission must be accompanied by a signed “Statement of Compliance” affirming that the information is correct and that employees have been paid in full, without improper deductions, and in accordance with applicable wage determinations. Certified payroll is more than a reporting requirement—it is a cornerstone of regulatory compliance and contract performance. A disciplined and well-documented payroll compliance program protects cash flow, preserves eligibility for future work, strengthens relationships with contracting officers, and demonstrates a commitment to lawful and ethical project execution.

Job Costing

Job costing is a fundamental financial and project management process for construction companies. It enables detailed tracking of all costs associated with a specific job or project, ensuring accurate budgeting, efficient resource allocation, and profitability analysis.

Most construction accounting systems support job costing and allow you to assign a cost code and cost type to each transaction. The cost codes are used to link the accounting transactions to the project budgets so variences can be identified. Adiona imports the cost information from your accounting system to analyze project costs and profitability.

Cost Analysis

The financial analysis process is typically performed every month and includes the following items:

Original Budget

The original budget is based on the estimate that was used to bid the job. The original budget is static and is used as a baseline to evaluate financial performance as construction progresses.

Budget-to-Date

The oricinal budget is modified with budget amendments to reflect the actual budget for the project. Budget amendmendments can reflect buy-out gains or losses, change orders or other activities that impact project finances. The modified budget is refered to as the "Budget-to-Date" and is usually updated on a monthly basis.

Cost-to-Date

The actual costs for the project are extracted from your accounting system. They cover the costs from inception through the end of the period being analyzed. Current months costs are available to help calculate the remainging cost but are not reflected in the Cost-to-Dats for the period.

Projected Cost to Complete

The Cost-to-Complete is the total estimated cost required to finist the project. Your surety company views the Cost to Complete as the amout of risk remaining under the bond issued for a project. The estimate is typically updated every month and includes all labor, material, equipment, subcontract and other known costs. Adiona provides a convienient way for project managers to estimate the remaining cost of each line item in the budget. The total of the remaining cost for each item provides the Cost to complate for the project and is used to prepare the Work-in-Progress (WIP) schedules.

Work-in Progress (WIP)

WIP is a project-by-project snapshot that compares contract value, costs incurred to date, estimated cost to complete, and billings. From these components, it calculates percent complete and earned revenue. WIP is also critical because it brings issues to light early. The most powerful part of the WIP report is the “estimated cost to complete". When the forecast costs increases due to productivity issues, material price changes, subcontractor problems, or schedule impacts, the job’s expected profit decreases immediately. Identifying issues as early in the project as possible prevents unpleasant surprises at the end of a project and gives management time to correct course while there is still leverage to do so.

Profit Analysis

Profit is analyzed on a monthly basis. Changes from the previous period provide an indicator of improving or degrading profit performance. Billings tracks amount billed to date and pending billings. Revenue recoginition is calculated along with over/under billings. The revenue recognition is included in the monthly financial statements for the company.