Payables & Receivables
AI Purchase Order Agent
Creates and tracks purchase orders from approved requests.
Payables & Receivables
AI Invoice Intelligence for Construction
Subcontractor, materials and plant hire invoices land coded to the right job, with anything unclear held for review.
Construction finance teams spend hours working out which job each subcontractor, materials or plant hire invoice belongs to. This edition reads those invoices, captures the job number, site and cost lines, checks them against your open jobs and rules, and codes each one to the right project. Retentions are captured, and anything unclear waits for a named reviewer before it posts.
- Every invoice coded to the right job and cost code
- Job numbers checked against your list of open jobs
- Unclear invoices held for review before they post
$4,900
20–30 working days
Optional maintenance $249/mo
What it is
AI Invoice Intelligence for Construction reads invoices from subcontractors, materials merchants and plant hire firms, captures the job number, site and cost lines, checks them against your rules, and codes each one to the right project. Doubtful invoices wait for a reviewer. It includes the Construction workflow template. Retentions are captured on each invoice.
Why businesses buy it
On construction projects, a cost coded to the wrong job distorts margins, and you find out too late to act. Manual entry also misses retentions and lets invoices for closed jobs slip through. This edition captures and checks every invoice against your open jobs and cost codes, so project costs are accurate as they happen and your finance team handles exceptions rather than data entry. The Scope Card fixes the intake route, invoice types, connected systems and testing before you order, so the build matches exactly what was agreed.
Problems this solves
Subcontractor invoices get coded to the wrong job or site
The agent captures the job number, site and cost lines from each invoice and codes it to the right project. Construction rules check the coding before anything posts.
Retentions are tracked in a spreadsheet that falls out of date
Retentions are captured on each invoice as part of the Construction invoice field set. The figure sits with the invoice record, not in a separate file someone must remember to update.
Plant hire and materials invoices pile up at month-end
Invoices from merchants and plant hire firms are read as they arrive on one intake route. Doubtful ones wait for a reviewer, so the month-end pile is smaller.
A good fit if
Invoices quote a job number, site name or purchase order, and someone in the office looks each one up before entering it.
Materials, plant hire and subcontractor labor need coding to separate cost lines so job costing stays accurate.
Your projects are tracked in a project management tool, and you want the job reference on each invoice confirmed against it.
Paperwork piles up at month end because site teams forward invoices late and in bulk.
Not the right fit if
Your problem is delivery tickets, site forms and other project documents, not supplier invoices. See AI Document Extraction for Construction.
You want purchase orders raised from approved site requests before the invoice ever arrives. See AI Purchase Order Agent.
You need site updates and scheduling requests handled for project teams. See AI Operations Assistant for Construction.
You want approval routing to project managers and payment scheduling included. See AI Accounts Payable Agent, or add the Approval Workflow Layer to this build.
How it works
- Site and office invoices go to one inbox. Suppliers keep emailing as now, or staff photograph paper invoices into an upload folder.
- Construction details are captured. Supplier, invoice number, job number, site, purchase order reference, line items, tax and total, up to 25 fields for each invoice type.
- The job is confirmed. A rule checks the job or project number against your project management tool, so an invoice for a closed or unknown job is stopped.
- Costs are split the way you track jobs. Materials, plant hire and subcontract labor lines map to the cost codes and accounts you specify.
- Queries go to the right desk. Missing job numbers, sums that do not add up and repeat invoices are queued for your reviewer with the scan attached.
- Cleared invoices reach the accounts. Approved data posts to QuickBooks or your accounting system, tagged to the project it belongs to.
What you provide within 72 hours
Your portal lists these the moment you order. Delivery starts the working day after everything is in and your access is checked.
- Twenty or more real invoices for each type, for example subcontractor, materials and plant hire invoices, redacted if you prefer.
- The fields you need captured, including where suppliers usually print the job number, site and purchase order.
- Your validation rules, such as which jobs are open and when an invoice needs a second check.
- Access to your project management tool or job list, and to the accounting system that receives approved invoices.
- Your chart of accounts and job cost codes.
- Who reviews flagged invoices, plus admin access and API keys for each connected system, never shared by email.
- One person who can sign off the rules and the accuracy report.
- An API key for your own AI model account (for example OpenAI or Google Gemini), created for this build with a spending limit.
The 72-hour rule. Send everything on your checklist, including access, within 72 hours of ordering so your build starts on time.
Timeline
Start
Intake checked: sample invoices, job list access and cost codes in hand.
Weeks 1–2
Capture of job numbers, sites and cost lines built for each invoice type.
Week 3
Project tool lookup and accounting destination wired up, review queue live.
Weeks 3–4
Accuracy report produced from 100 of your construction invoices.
Week 4
Your feedback applied across two rounds of changes.
Go-live
Go-live and recorded handoff; 30 days of support start.
| Option | Delivery time | Price |
|---|---|---|
| Standard | 20–30 working days | $4,900 |
| Express | 15–25 working days | $5,750 |
| Rush | 10–20 working days | $6,600 |
What you receive at handover
- Invoice extraction for subcontractor, materials and plant hire invoices on one intake route
- The Construction invoice field set, project coding rules and validation checks
- Retention captured on each invoice
- Connection to one source and one destination system, plus a human review queue
- Test report from 100 sample construction documents, with an accuracy report
- Admin guide, recorded 60-minute handoff session and 30 days of support
Expected benefits and how to measure them
- Can give project managers more accurate job cost figures, sooner.
- Helps keep retention amounts visible against each supplier.
- Miscoded job costs
- Count invoices recoded to a different job after posting, for a quarter before launch and the quarter after.
- Month-end invoice backlog
- Count unprocessed supplier invoices on the last working day of each month, before and after launch.
- Retention records complete
- Check a sample of subcontractor invoices each month and confirm the retention was captured correctly.
Before you start: Record your typical month-end invoice backlog and any job cost corrections from the last quarter. Note how retentions are tracked today.
These are things to track, not promised results. Outcomes depend on your data, your team and your market.
Running costs
You pay for the build once. Day-to-day running sits in your own accounts at roughly $30 to $200 a month for OCR, AI usage and storage, depending on how many invoice pages come through.
Build and test usage bills to your accounts as well. The build supports your finance workflow; it is not regulated financial, tax or investment advice.
Ask about running costsCustom requirements
Need invoices filed into project folders as well as posted, or a fourth invoice type? That goes beyond the Scope Card. Add a note at checkout and a written Change Quote follows.
Request a custom versionKeep it running
We recommend monthly maintenance: monitoring, fixes and monthly change hours, which cover new job codes, a new supplier layout or a revised rule. Maintenance starts once the 30 days of support end and can stop in any month.
$249/mo (the minimum fee, includes 2 change hours)
Optional. Starts after the post-launch support period. Cancel any month.
How maintenance worksHow this compares
| Do it yourself with a SaaS tool | Hire a custom agency | Upmark Labs | |
|---|---|---|---|
| Price | Construction accounting add-ons often charge per user or per document | A custom agency quotes after discovery calls | Ours is one fixed price, shown before you buy |
| Job coding | A generic capture tool reads totals but leaves job allocation to you | An agency build depends on what was agreed | Ours codes each invoice to the job and cost code you track |
| Closed jobs | A capture tool will happily post to a finished project | Depends on the brief | Ours checks the job is open in your project tool first |
| Delivery | A capture tool needs templates and tuning per supplier | An agency usually takes several weeks, set per project | Ours has a fixed delivery time shown before you buy, with faster options |
Questions about this product
Can AI Invoice Intelligence for Construction code an invoice to the right job?
Yes. It captures the job or project number from the invoice and, through a validation rule, confirms it against your project management tool or job list. The invoice is then coded to that job and to the cost code for materials, plant hire or labor that you defined.
What if a supplier invoice covers more than one site?
Each line can carry its own job reference when the supplier prints one. A rule can send any invoice that mixes jobs, or has lines without a job number, to your reviewer, who splits it before posting. That keeps multi-site invoices from landing on a single project by mistake.
Can site managers approve invoices before they post?
Not in the standard scope, which sends flagged invoices to one named reviewer. If you want project managers or site leads to approve invoices for their own jobs, add the Approval Workflow Layer add-on, or choose AI Accounts Payable Agent, which includes approval routing for each job.
Will it read photographed paper invoices from site?
Yes, as long as the photo is legible. Phone photos and scans dropped into the upload folder are read like PDFs. A blurred or cropped image produces low-confidence fields, and those go to your reviewer instead of posting, so a poor photo slows one invoice rather than corrupting your job costs.
When does the construction edition go live, and can it be faster?
Delivery runs on a fixed schedule, and the delivery panel shows the standard date plus express and rush options, each priced, before you order. The clock starts when your sample invoices, job list access and cost codes are complete, which must happen within 72 hours of ordering.
Does it handle subcontractor invoices differently from materials invoices?
Yes. Each is set up as its own invoice type, with its own fields and rules, up to three types in total. Subcontractor invoices might need the job, period and labor lines, while materials invoices need item lines and delivery references. The accuracy report shows results for each type separately.
Get every supplier invoice onto the right job.
Order AI Invoice Intelligence for Construction and, on a fixed delivery date, subcontractor, materials and plant hire invoices are captured, checked against open jobs and coded to your cost codes.
Works well with
Payables & Receivables
AI Accounts Payable Agent
Runs invoice intake, matching and approval routing for payables.
Reporting & Analysis
AI Financial Close Assistant
Coordinates month-end close tasks, reconciliations and checklists.