Contractor invoice checks and owner approvals
About 4 hours a week of invoice shuffling, gone. Every contractor invoice is coded to the right property, checked against the job, and sent to the owner when it's over their limit.
Hours back
4
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
Invoices read from the inbox
Each contractor invoice is read and matched to the property and work order it belongs to.
- 02
Checked against the job
The amount is compared with the quote or the contractor's agreed rates, and anything over is flagged with the difference.
- 03
Owner limits applied
Invoices under the owner's approval limit go to the pay run. Ones over it get a short text to the owner with the quote and photos attached.
- 04
Coded and staged for payment
Approved invoices are entered against the right property and expense code, ready for your pay run.
- 05
A weekly exceptions list
Unmatched invoices, owners who haven't replied and anything disputed, in one list for the property manager.
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 releases every payment. Anything over quote, without a work order or queried by the owner waits for the property manager.
What it's worth
What those hours add up to.
4 hours a week, over 46 working weeks, is 184 hours a year. At $50 an hour, that’s
$9,200
back in the business, every year.
Typical, not promised.
Before and after
The job, before and after.
How it runs today
Invoices arrive by email in every format. Someone works out which property each one belongs to, finds the work order, checks the amount against the quote, and emails the owner if it's over their limit. Then waits. Contractors chase payment, and owners query charges they never saw coming.
What we build
- Invoices read from the inbox
- Checked against the job
- Owner limits applied
- Coded and staged for payment
- A weekly exceptions list
A month in
Contractors get paid on your normal run, owners approve the big bills before they're paid instead of querying them after, and fewer good tradies drift off your panel.
FAQ
What if the contractor never quoted?
The invoice is checked against your agreed rates for that contractor instead. If there are no rates to compare with, a person reviews it before it's paid.
Can owners approve by text?
Yes. Owners get the invoice amount and a link to the quote and photos by text, and reply yes or no. The answer is saved against the invoice.
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