Supplier and subcontractor invoices, coded to job and cost code.

A supply house emails an invoice for wire shipped to one of your jobs. A sub-tier sub sends its monthly billing. Today your AP clerk or project accountant works out the job, picks the cost code and cost type, checks the PO or subcontract, and keys it.

In the proof of concept, AI reads the same invoices and drafts the coded entry: vendor, invoice, job, cost code, cost type, the commitment it bills against and any retainage held. Nothing posts anywhere. Your reviewer compares each draft, line by line, with what your team posted.

The job is rarely printed where you'd expect. It may sit in the ship-to address, a job name the counter typed, the customer PO field where a foreman wrote the job number, or the account number itself, since many supply houses open a separate job account per project, apart from your house account. Shop stock and consumables bought on the house account usually belong to overhead or inventory. One invoice can also carry lines for two jobs that have to be split.

Material invoices get checked against the PO and the delivery ticket. A supply house bills what shipped, so partial releases, backorders and substitutes show up as differences from the PO, and copper wire can carry a different price than the PO did. Ready-mix comes with one ticket per truck, and the invoice can add short-load and waiting-time charges to the cubic yards. Equipment rental invoices list delivery, pickup, fuel and damage waiver as their own lines, which may not code like the rental. Credit memos for returns have to find the invoice they reverse.

Sub invoices bill against a commitment. A sub-tier sub, such as insulation or controls under a mechanical contractor, bills against a subcontract with its own schedule of values and retainage. The entry has to show this period's work, retainage at the subcontract's rate, and whether the billing runs past what is left on the subcontract and its executed change orders. Billing for a change the field agreed to but nobody has executed gets flagged, not coded.

Your system decides the shape of the entry. In Sage 300 CRE a distribution line carries job, cost code and category, plus an extra where the job uses them; Procore's Sage 300 CRE integration sends a sub invoice's commitment, retainage and this period's work into those fields. Sage 100 Contractor uses job, phase, cost code and cost type, can take a default cost code and cost type from the vendor record, and won't save until the job cost total equals the ledger total. Foundation groups cost codes into cost classes such as labor, materials, subcontractors and equipment. Procore keeps subcontract and PO invoices under Commitments and no-contract vendors under Direct Costs. The proof of concept codes to your own lists.

What your reviewer will watch: the job on split and house-account invoices, the cost type on freight, tax and rental lines, retainage on sub invoices, and overages flagged, never quietly coded.

After your reviewer's yes, the same job runs on new invoices for about 30 days, with the same lists and rules.

Every coded entry waits for a person to approve it before it posts. Anything over a PO or commitment arrives flagged, with the reason.

The live job gets a fixed price before you sign. The next job is priced on its own, with monthly support once it runs.