Use case
Automate accounts payable
Construction invoices arrive as PDFs, pay applications, and email attachments in every layout imaginable. Capture them, match them to the job, and route them for approval without hand-keying line items into your ledger.
Automating construction accounts payable means capturing each invoice or pay application, reading its line items, matching them to the purchase order and job cost code, and routing for approval without manual entry. The goal is to code and approve payables faster while keeping job costs accurate.
- Common document types
- Invoices, AIA G702/G703 pay apps, statements
- Match target
- Purchase order, receipt, and job cost code
- Handoff
- Approved payables sync to your accounting system
The workflow
How Buildalytic moves an invoice to approved
Capture from anywhere
Invoices and pay applications arrive by email or upload. Each one is read, including line items on AIA G702 and G703 forms.
Code to the job
Line items are matched to the purchase order and coded to the right job and cost code, so job costing stays accurate instead of catching up later.
Match and flag
The invoice is checked against the PO and prior billings. Duplicates, quantity mismatches, and over-billings are flagged for a person to decide.
Route for approval
The payable moves to the right approver with the backup attached. No chasing paper across desks.
Sync to accounting
Approved payables post to your accounting or ERP system with the coding already done.
Why the manual process breaks
Construction AP is not office AP.
A generic AP tool assumes a clean invoice with one total. Construction does not work that way. A pay application has a schedule of values, stored materials, retainage, and a balance to finish. A material invoice has line items that belong to different cost codes. Coding all of that by hand is slow, and every rushed entry is a job cost that is now slightly wrong.
When AP falls behind, two things happen. Early-payment discounts get missed, and project managers make decisions off job costs that lag reality by weeks. Automating the capture and coding fixes both, because the numbers are booked to the right job the day the invoice arrives.
What does the work
The pieces behind the automation
Frequently asked questions
Can it read AIA pay applications, not just invoices?
Yes. G702 and G703 pay applications are a core document type in construction AP. The line items, retainage, and balance to finish are read and coded, not just the invoice total.
Does it replace my accounting system?
No. Your accounting or ERP system stays the system of record. Buildalytic captures and codes the payable, then syncs the approved entry so you are not typing it twice.
How does it keep job costs accurate?
Line items are coded to the job and cost code at capture, and matched against the purchase order. Job costs update when the invoice arrives instead of when someone gets to data entry.
What happens when an invoice does not match the PO?
Quantity mismatches, over-billings, and duplicates are flagged for a person to decide rather than auto-approved. Automation handles the clean cases and surfaces the exceptions.
Does it handle retainage on the payable side?
Yes. Retainage held from subcontractor and supplier payments is tracked so you know what is owed at closeout, and it ties to the lien waiver for each payment.
See a pay application get coded automatically
Send one real invoice or G702 and watch it match to the job.