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.
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.
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