Add supplier invoices to job costs automatically
Keep project costs moving with the work. Build Concierge reads supplier invoices and adds their line items to the relevant job, reducing manual entry and giving your team a clearer view of recorded costs without requiring a purchase order.
Keep costs current as invoices arrive
Build Concierge automates supplier invoice entry into job costs for service contractors and facilities management businesses. For selected project jobs, it reads the invoice, identifies the relevant job and adds individual line items and costs to the job record.
This workflow supports project work where a purchase order, or PO, has not been raised.
When materials are bought as work progresses, supplier invoices can arrive throughout the project. Entering each line by hand takes time, and invoices waiting in an inbox leave recorded costs behind the work.
Automating that entry gives your team a more current view of supplier costs and more time to manage the project.
Turn supplier invoices into job costs
When a supplier invoice arrives through the agreed channel and meets your workflow’s criteria, Build Concierge:
- Reads the supplier invoice.
- Identifies the relevant job using the matching information agreed with your team.
- Extracts the invoice line items and their costs.
- Adds those cost lines to the job record.
An existing purchase order (PO) is not required for this workflow. Jobs that already use a PO can continue through your usual purchasing process.
During setup, we agree which invoices can be processed automatically and which need your team to review the details before costs are added.
How invoice line items become project costs
Imagine a maintenance contractor receives a materials invoice for an ongoing refurbishment project.
In a simplified example, two invoice lines have agreed job-cost values of £300 and £120. Build Concierge identifies the project from the agreed reference and adds the two lines to its job record, increasing recorded materials costs by £420.
The team can review those costs alongside the rest of the project without retyping each line.
This updates the supplier costs recorded against the job. A complete view of project profitability still depends on revenue, labour and other relevant costs being recorded too.
Your setup
We start with examples of your supplier invoices, the job management system you use and the project jobs you want the workflow to cover.
Together, we agree how job references and invoice fields map to your records, which cost values should be added and where human review is needed.
We also scope how to handle potential duplicates, credit notes and invoices covering more than one job. These details need to match your purchasing and costing process.
Before the workflow goes live, we test invoices your team has already processed and compare the results with the expected job costs.
Common Questions
Yes. This workflow is designed for selected project jobs where no PO has been raised. It uses agreed information to identify the job and add the invoice’s cost lines directly to its record.
We agree a review process during setup so your team can resolve missing or ambiguous job references before the costs are added.
Duplicate detection needs to be confirmed as part of your workflow scope. We agree how repeat invoices should be identified and reviewed before automatic processing begins.
This workflow adds invoice costs to a job record. Invoice approval, payment and posting to accounting software need to be scoped separately.
It helps keep recorded supplier costs current. A complete margin view also depends on accurate revenue, labour and other job costs.
Getting Started
Give your team a clearer view of project costs as supplier invoices arrive.
Show us the invoices your team enters by hand and we’ll explore how Build Concierge can move those costs into your job management system.
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