Smarter Week

How to automate it

How to automate “enter supplier and subcontractor invoices and code them to jobs”

Here is the best way to spend less time on this, best first. Each comes with steps you can follow today.

60 min
typically, a few times a week
75%
of the time can be automated
Some setup
to set up

Fix 1 of 1

Software feature

Let AP software read invoices and suggest the job and cost code

AP automation reads invoices emailed to one address, fills in vendor, amount and job, suggests the cost code from past bills, and routes them to the PM to approve on a phone. You review instead of typing.

Typically saves about 60% of the time2 h to set up
  1. 1Set up one AP email address and ask vendors and subs to send invoices there.
  2. 2Turn on invoice capture in your AP tool or accounting system (BILL, Ramp, or the AP module in Foundation, Sage 100 Contractor, Viewpoint Vista or QuickBooks).
  3. 3Map vendors to default jobs and cost codes so suggestions improve.
  4. 4Route approvals to the PM by phone and sync approved bills to accounting.

Tools: BILL · Ramp · Foundation, Sage 100 Contractor, Viewpoint Vista or QuickBooks AP

Quick wins

Have you tried…

Do supplier invoices get read and coded to the job automatically?
AP tools read invoices sent to one email address, suggest the job and cost code, and send them to the PM to approve on a phone.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Construction office admin / project coordinator

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for Construction office admin / project coordinators