About This Automation
Draw requests arrive fragmented across email, contracts are buried in shared folders, and supporting invoices must be hunted down manually. This creates delays, budget overruns, and duplicate payments.
Automation validates each draw against contracts and budgets in real time, collects supporting documents automatically, and routes approvals with full context. Payments process faster and budget compliance is guaranteed.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
Automation monitors the finance inbox for incoming draw request emails and extracts the project name, contractor, and requested amount.
Automation queries the contract database to retrieve the project budget, draw schedule, and payment terms, then compares the requested amount against the contract limit.
Automation checks QuickBooks to confirm the requested draw does not exceed the remaining project budget and flags any overages.
Automation searches email attachments and shared folders for invoices and receipts matching the draw request and attaches them to a summary record.
Automation compares line items in the draw request against supporting invoices to verify amounts and detect duplicates, flagging any discrepancies for manual review.
Automation sends a pre-formatted approval request and email, including the draw summary, budget status, and supporting documents, tagged to the project manager.
Once approved, automation creates a payment record in QuickBooks, links it to the correct project cost center, and sends a confirmation to the contractor via email.
Most popular tool stack used
— the complete tool combinations companies use
Gmail
QuickBooks Online
Google Sheets
SlackWhat you get when you map this process
Everything you need to understand, plan, and build your automation.
ROI and business case
What this process costs today and what changes once it's automated.
Launch schedule
What gets built, in what order, and what success looks like once it's live.
Process runbook
How the automation runs day to day, including exceptions and human decision points.
Developer handover pack
Full build spec, logic, and configuration — ready to hand off without a briefing call.
Integration and connections guide
Every tool connection, credential, and data mapping the build needs.
Test and QA plan
Every scenario checked and signed off before the automation goes live.
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Frequently asked questions
Everything you need to know before mapping this process.
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