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Supplier invoices

Connect the bill to the job, with the evidence beside it.

Supplier-invoice allocation workflows for construction businesses. Review purchase-order and job matches, split costs where needed and keep exceptions visible.

Review several supported matches together.

The invoice, candidate job and matching evidence appear in one queue. Approve the supported allocations and leave uncertain items for review.

Supplier invoicesWorkflow
Supplier invoices

A supplier bill arrives with a purchase order or job reference. See the invoice, the suggested job and the evidence for the match together.

Supplier invoice → job evidence → allocation review
Supplier invoice → job evidence → allocation review · Illustrative example

Check the invoice against the purchase order.

Compare the supplier, reference and line amounts before approving an allocation. A matching job name alone is not enough evidence.

  • Keep the source bill visible.
  • Flag mismatched quantities or amounts.
Invoice INV-426 • Stone supplyWorkflow
Invoice INV-426 • Stone supply

Compare the supplier, reference and line amounts before approving an allocation. A matching job name alone is not enough evidence.

Cedar fitout • $3,800 suggested allocation • Approval required
Illustrative workflow • Source records and approvals stay visible

Split one delivery across two jobs.

When a supplier bill covers more than one site, show the proposed split and check that the allocations add back to the invoice.

  • Keep the unallocated balance visible.
  • Record who approved the split.
Allocate INV-431Workflow
Allocate INV-431

When a supplier bill covers more than one site, show the proposed split and check that the allocations add back to the invoice.

$3,600 + $2,400 = $6,000 • Approval logged
Illustrative workflow • Source records and approvals stay visible

Keep suspicious or incomplete bills out of the fast path.

A repeated invoice number or missing job reference becomes an exception, not an automatic posting.

  • Check suspected duplicates against source records.
  • Assign missing references to the office for correction.
Accounts exceptionsWorkflow
Accounts exceptions

A repeated invoice number or missing job reference becomes an exception, not an automatic posting.

Existing INV-429 opened • No second posting created
Illustrative workflow • Source records and approvals stay visible

Start with the tools you already use.

Your accounts payable and job systems. If an existing integration already allocates bills, we reuse it and surface exceptions rather than build a duplicate.

What we check before building

Supplier references, invoice lines, purchase orders, job identifiers and approval rules.

These are illustrative workflows, not a ready-made platform or live client results. We agree the supported connections, approval points and acceptance tests before implementation.

Find where your business
loses time and money.

Talk us through your tools and where work gets held up. A Systems Review helps identify the connections, workflows and priorities worth exploring.

Book a Systems Review

Questions about delivery

Can invoices be allocated to jobs automatically?

Supported matches can be suggested, and existing vendor allocation can be reused. Any automatic write-back needs agreed evidence thresholds, permission and acceptance tests.

What if a bill covers multiple jobs?

A controlled split can allocate line items or amounts to several jobs. The allocations must reconcile to the bill total.

Can you detect duplicate invoices?

We can flag suspected duplicates using available references and amounts. A person reviews uncertain cases before rejection or posting.

Do we need to replace accounts payable software?

No. We check its existing capture, approval and job-allocation features first.

Can an invoice prove actual material consumption?

No. Purchased or allocated quantities are not the same as material consumed on site. Consumption needs separate recorded evidence.

What happens when there is no job reference?

The bill stays in an exception queue with the source document and a named reviewer. The system does not invent an allocation.