Vendor invoice intake → job cost → customer billing
This page describes the vendor invoice intake → job cost → customer billing workflow. It is an illustrative prototype, labeled honestly as a concept.
Vendor invoices arrive as PDFs in a shared inbox, get keyed in by hand, and often reach the customer's bill late or attached to the wrong job.
Accounts payable and billing staff who reconcile vendor costs against jobs.
How this workflow would run
- 1
Vendor invoices are read out of the inbox instead of retyped from it.
- 2
Line items are matched to the job and cost code they belong to.
- 3
Anything that does not match cleanly goes to a person, not into the ledger.
- 4
Billable costs flow to the customer invoice with the vendor document attached.
This is an illustrative prototype. Nothing on this page is running in daily use, and we will tell you exactly what it would take to build it.
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Other workflows
The flagship workflow, and the one we are building with a client right now: a ticket captured on a phone that walks itself through approval, invoicing, and payment with the trail intact.
See the workflowA phone agent that answers when nobody can, captures the caller's details in a fixed structure, and hands a complete job request to a human.
See the workflowA crew member talks through what they did; the workflow turns it into the same structured ticket fields the office expects.
See the workflowCrews report in the language they work in; the office reads and bills in the language it works in, with both versions kept on the record.
See the workflow