Supplier bill entry from email
Supplier bills in the books within a day, with no retyping. Invoices that arrive by email are read and staged in QuickBooks or Xero for a quick approval.
Hours back
3
hours a week back, typically
How it runs
What we build, step by step.
This is the usual shape. Yours gets built around how your team actually does the job.
- 01
A bills inbox watched
Supplier invoices sent to a dedicated address, or picked out of the general inbox, are collected as they arrive.
- 02
Details read from the PDF
Supplier, invoice number, date, due date, line items and tax are read straight off the document.
- 03
Checked against the order and past bills
Where you raise purchase orders, the bill is compared with the order. It's also checked for duplicates, and for prices that have crept up since last time.
- 04
Staged as a draft bill
The bill is created in draft with the right supplier, account and job code, and the PDF attached.
- 05
Approval list sent out
Whoever approves bills gets one list with anything odd highlighted, and approves in a few clicks.
Shown with software we see a lot. If your team uses something else, we build it into that instead.
Built for your business
Same job, different business. We build yours.
Two firms in the same trade rarely run a job the same way. Different software, different steps, different people signing off. We build it for your business, around how your team actually does the job.
Your steps
Built around the order your team already works in, odd exceptions included.
Your software
Runs inside the tools you already pay for, set up the way you use them.
Your rules
Your wording, your limits, your sign-offs. Nothing generic goes out in your name.
You sign off
Your team keeps the final say.
A person approves every bill before it's posted or paid. Price rises, duplicates and bills without a matching order are always flagged for review.
What it's worth
What those hours add up to.
3 hours a week, over 46 working weeks, is 138 hours a year. At $50 an hour, that’s
$6,900
back in the business, every year.
Typical, not promised.
Before and after
The job, before and after.
How it runs today
Supplier invoices arrive as PDF attachments in the general inbox, your inbox, and sometimes the post. Once a week someone downloads them, types the supplier, date, amount and tax into the books, and files the PDF. Duplicates slip through and early-payment discounts get missed.
What we build
- A bills inbox watched
- Details read from the PDF
- Checked against the order and past bills
- Staged as a draft bill
- Approval list sent out
A month in
Bills are in the books within a day of arriving instead of once a week, duplicates get caught before they're paid, and you see supplier price rises when they happen, not at year-end.
FAQ
Can paper supplier invoices be entered the same way?
Yes. Anyone can photograph or scan a paper invoice to the bills address, and it's read and staged the same way.
Does bill entry pay the bills too?
Only if you want it to, and only for bills a person has approved. It can schedule those payments in your bill-pay tool.
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