Construction companies deal with a relentless stream of invoices from material suppliers, subcontractors, equipment rental firms, and service providers. ExpensePro extracts invoice data with AI, matches it to purchase orders, and tracks costs per project automatically.
70%
Faster invoice processing
0
Duplicate payments with detection
500+
Invoices processed per month
2 days
Faster month-end close
What document processing looks like today, and why it costs you more than you think.
A mid-size general contractor running 5–10 active projects can receive 200–500 invoices per month from lumber yards, concrete suppliers, electrical wholesalers, plumbing distributors, and dozens of subcontractors. Each invoice needs to be entered, coded to the right job, and matched against a PO or contract. The AP team is permanently behind.
Someone printed a purchase order, the materials showed up on site, and now an invoice arrives that may or may not match the PO quantities and prices. Matching them by hand means flipping between spreadsheets, paper files, and accounting software. Discrepancies get missed, and you end up overpaying.
When invoices sit in an entry backlog for two or three weeks, your job costing reports are stale. Project managers make decisions based on cost data that is already outdated. By the time you realize a project is over budget, it is too late to course-correct.
Subcontractors submit progress billing with retention holdbacks, change orders, and backcharges. Their invoices do not look like standard supplier invoices. Someone has to manually verify the work completed, check the retention percentage, and confirm the change order amounts before approving payment.
Whether it is a handwritten material receipt from a lumber yard, a formal invoice from a concrete supplier, or a progress billing from an electrician, ExpensePro’s GPT-4 Vision model reads and extracts the data. Vendor, invoice number, line items, quantities, unit prices, and totals—all captured in seconds.
Tag every invoice to a specific project, phase, and cost code. Vendor rules can auto-assign jobs based on the supplier. When your lumber yard only delivers to one project, every invoice from them gets tagged automatically.
Drop 50 invoices into ExpensePro at once. The AI processes them in parallel, extracting data from each one. Your AP team reviews and approves from a single queue instead of opening 50 individual files.
Suppliers resubmit invoices. Project managers forward the same invoice to AP twice. ExpensePro catches duplicates automatically by matching invoice numbers, amounts, dates, and vendors. You will never accidentally pay the same invoice twice.
Your relationship with material suppliers generates the highest volume of documents. Lumber yards, concrete plants, electrical wholesalers, plumbing distributors, drywall suppliers—each one sends invoices that need to be coded to the right project and cost category. Many of these invoices arrive as email attachments in inconsistent formats: some are clean PDFs, others are scanned copies, and a few are photographed delivery tickets.
ExpensePro handles all of these formats. The AI reads the supplier name, invoice number, line items with materials and quantities, and the total. Vendor rules auto-assign the project code based on which job the supplier is delivering to. Your AP clerk reviews the extraction, confirms the job code, and approves. What used to take 5 minutes per invoice now takes 15 seconds.
Subcontractor billing is more complex than standard supplier invoices. A typical sub invoice includes the original contract amount, change orders to date, work completed this period, retention held, and the net amount due. ExpensePro extracts these structured elements and presents them for review against the subcontract terms.
For subcontractors who submit monthly progress billing, you can track the running total of payments against the contract value. When a sub bills more than their contract allows (it happens more often than anyone admits), the system flags it during review.
Cranes, excavators, scaffolding, generators, temporary fencing—equipment rental invoices arrive from multiple vendors and need to be tracked per project. These invoices often include daily or weekly rates, delivery and pickup charges, fuel surcharges, and damage waivers. ExpensePro extracts the rental period, equipment description, and charges so you can verify against the rental agreement and code the cost to the correct project.
Not everything arrives as a formal invoice. Site supervisors sign delivery tickets for concrete pours, aggregate deliveries, and fuel drops. These paper documents often get photographed on a phone and texted to the office. ExpensePro accepts these photos, extracts what it can (supplier, date, quantities, amounts), and queues them for review. Even if the extraction is partial, it saves the AP team from squinting at a blurry photo and typing everything in manually.
Every document processed through ExpensePro can be tagged with a project code and cost category. This means your job costing reports update in near real-time as invoices are processed and approved. Project managers can see current committed costs versus budget without waiting for month-end reports. When a concrete pour comes in 15% over the estimate, you know about it in days, not weeks.
For general contractors running multiple projects, the dashboard provides a project-level view showing total costs invoiced, costs approved, and costs synced to your accounting system. You can drill into any project to see the full invoice history by vendor, by cost code, or by date.
Start processing documents in minutes. No credit card required for the free tier. Cancel anytime.
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