Subcontractor invoices and job-cost paperwork, cleaned up before they reach your system
Your accounting team stops chasing missing lien waivers, re-keying sub invoices, and working out which job a supplier bill belongs to. You get a checked, coded packet ready to post — and a short list of what is still outstanding.
No system switch. No migration. We work around Procore, Sage, Foundation, Viewpoint, CMiC, and QuickBooks rather than replacing them.
Built for commercial and multifamily general contractors roughly $5M–75M in revenue, where invoice volume has outgrown one bookkeeper and a spreadsheet.
Your project system isn’t the problem. The paperwork around it is.
Subcontractor invoices, supplier bills, lien waivers, W-9s, COIs, and pay-app backup arrive through email, PDFs, portals, and paper — long before any of it reaches Procore, Sage, Foundation, Viewpoint, or QuickBooks.
Somebody opens each one, works out which job and cost code it belongs to, checks it against the subcontract or purchase order, chases whoever has to approve it, and only then keys it in. That is where the delays start, and it is where the expensive mistakes come from: the invoice paid twice, the waiver nobody collected before releasing payment, the cost coded to the wrong job and found at closeout.
“How have you been tracking sub waivers, supplier waivers, and any other compliance documents needed to release payments? I currently have created an Excel spreadsheet with all this information that I am constantly updating and it’s monotonous.”
What we handle
Start with sub and supplier invoices. Add the compliance and pay-app work as it makes sense.
Works with Procore, Sage, Foundation, Viewpoint, and QuickBooks
You do not need to change systems to clean up the paperwork feeding them. Your project and accounting systems stay the system of record — we clean up what happens before information gets there.
We are an independent service and are not affiliated with, endorsed by, or a certified partner of any of these vendors. Product names are trademarks of their respective owners.
Walk a draw packet, page by page
A subcontractor pay application with its continuation sheet, lien waiver, certified payroll and change order request. Select any finding to see the line it came off.
A working demonstration with invented data. The forms are our own — not reproductions of any published document.
How it works
People make the judgment calls. Software does the repetitive parts. We start by watching how your team actually works today.
- Map your current workflowA short working session on how bills arrive, who touches them, and where they stall.
- Collect samplesA batch of real bills, invoices, and process notes. Redacted is fine.
- Build the cleanup process around your toolsIntake, checks, coding prep, and approval follow-up defined against your software and chart of accounts.
- Deliver on a cycleReview-ready packets, a missing-bill list, and an exception queue on a schedule your team can count on.
Where we use AI, and where we don’t
Software does the repetitive reading and matching. People make every judgment call that costs money if it is wrong.
- Reads bills and invoices, including scans and awkward PDFs
- Pulls amounts, dates, account numbers, and invoice numbers
- Matches each bill to the right property, unit, and account
- Suggests coding from your own chart of accounts and past history
- Flags duplicates, near-identical amounts, and bills that never arrived
- Check every bill before it reaches your team
- Resolve anything ambiguous — or attach a question and put it on the exception list
- Decide what counts as an exception in the first place
- On your side: approve and post every payment
No payment is ever approved by software, and nothing reaches your team that a person has not already looked at. Where we are not confident about a bill, it goes on the exception list with a question attached rather than a guess.
Construction questions
Do we have to change our project or accounting system?
No. Procore, Sage, Foundation, Viewpoint, CMiC, or QuickBooks stays your system of record, and your team still approves and posts. We handle the collection, checking, matching, and coding preparation that happens before anything is entered.
Do you need access to our Procore or Sage account?
No. We can start with no access to your systems at all — paperwork comes to us, and the finished packet comes back in whatever format your team already uses to enter it. If a direct connection turns out to be possible and genuinely useful, we can look at it later. It is never a prerequisite.
Can you code to our cost-code structure?
Yes, and we prefer to. Coding suggestions come from your own job and cost-code structure and your past coding history, which is what makes them useful rather than generic. Your team confirms every one before it is posted.
Do you handle lien waivers?
We track them: which waivers you have collected, which are still outstanding for a given job or pay period, which have expired, and what is missing before a payment run. To be clear about the boundary — we are not a law firm and we do not certify that a waiver is legally sufficient. We make sure you can see the status of every document, so your team and your counsel are deciding with complete information rather than hunting for it.
What about pay applications and draw packages?
We assemble and organise the backup — invoices, waivers, and supporting documents matched to the right period and job — so the person preparing the application is not rebuilding it from scratch each month. Preparing and certifying the application itself stays with your team.
How does this start?
With a free 30-minute workflow review. A short working session on how invoices and compliance documents reach you today, plus a batch of redacted samples. Afterwards you get a short written map of how the process could become faster, cleaner, and review-ready, and what we would tackle first. No cost, no obligation, and it is useful whether or not you work with us.
Request a free 30-minute workflow review
Tell us how subcontractor invoices, compliance documents, and pay-app backup move through your team today. We’ll map how they move now and show how the process could become faster, cleaner, and review-ready.
Thanks — we will follow up from sales@adminworkflows.com within one business day with a few questions and where to send sample bills. Redacted copies are fine.