AP & Subcontractor Payments

Q: Can the automation handle invoices from multiple vendors at the same time?

Yes, the automation processes invoices in parallel, so it can handle dozens of invoices from different vendors simultaneously without slowing down.

Q: What if the project manager does not approve an invoice within 24 hours?

Automation sends an escalation alert to the project manager and notifies the bookkeeper so follow-up can occur. The invoice remains in pending status until approval is received.

Q: Will the automation work with our existing accounting software and email system?

Automation integrates with mainstream accounting software like QuickBooks Online and email platforms like Gmail and Outlook. Your implementation team will configure the specific connections during setup.

Q: What happens to invoices that have errors or missing information?

Automation flags incomplete or inconsistent data and holds the invoice for manual review. The bookkeeper can then request missing information from the vendor or correct the data before processing continues.

Sub invoices paid within contract terms without manual handling.

885 hrs

Manual time identified

Companies have mapped

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About This Automation

Accounts payable and subcontractor payment processing involves manually receiving invoices, extracting data, matching them to purchase orders, routing for approval, and entering them into accounting software.

Automation captures invoice data automatically, matches invoices to purchase orders in real time, routes approvals through a structured workflow, and schedules payments without manual intervention.

Key features:

Extract invoice data automatically from PDFs and emails without manual typing

Match invoices to purchase orders and flag discrepancies for review

Route invoices for approval with one-click sign-off and escalation alerts

Create bills and schedule payments in accounting software automatically

Archive invoices and maintain a complete audit trail in cloud storage

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Manual data extraction from PDFs Bookkeeper must manually read and type invoice details into spreadsheets and accounting software.	80%
2	PO search and matching delays Finding the correct purchase order often requires multiple searches or calls to the project manager.	67%
3	Approval bottleneck and chasing Waiting for project manager sign-off and following up on missing approvals slows payment cycles.	53%
4	Invoice discrepancy resolution Mismatches between invoice and PO require manual investigation and vendor communication.	40%
5	File organization and archiving Invoices are scattered across email, folders, and cloud storage with inconsistent naming and filing.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

9.1/ 10

AI Fit Rating™

9.1/ 10

Automation Lift Index™

8.7/ 10

Hidden Overhead™

7.3/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Invoice Receivedtrigger

An invoice email arrives or is uploaded to a shared folder. The automation is triggered immediately.

2. Extract Invoice Data

The automation reads the invoice PDF, extracts vendor name, invoice number, amount, date, and line items. Data is structured and validated.

3. Match to Purchase Order

The automation queries QuickBooks to find the matching PO by vendor and amount. If a match is found, the invoice is linked automatically.

4. Route for Approval

A message is sent to the project manager with the invoice details and a link to approve or reject. The automation waits for a response.

5. Create Bill in QuickBooks

Once approved, the bill is created automatically in QuickBooks with all extracted data, account codes, and job references.

6. Schedule and Process Payment

The automation checks cash flow rules, schedules the payment or ACH, and confirms the transaction in QuickBooks.

7. Archive and Notify

The original invoice PDF is filed in cloud storage, the bill is marked paid in QuickBooks, and the vendor is notified of payment via email.

Most popular tool stack used

— the complete tool combinations companies use

58% of companies

28% of companies

13% of companies

Disclaimer

What 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

100 hrsIdentified

4Mapped

View

Frequently asked questions

Everything you need to know before mapping this process.

What happens if an invoice does not match the purchase order?

Automation flags the discrepancy and escalates it to the bookkeeper with details of the mismatch. The bookkeeper can then contact the vendor or project manager to resolve the issue before payment is processed.

Can the automation handle invoices from multiple vendors at the same time?

What if the project manager does not approve an invoice within 24 hours?

Will the automation work with our existing accounting software and email system?

What happens to invoices that have errors or missing information?

View more FAQs

Process pain:9.1/10

Mapped by:15 Companies

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Page updated 10 August 2026