AP automation built for construction accounting.

Where construction AP breaks

A general contractor’s AP team isn’t slowed down by typing. It is slowed down by context: which job a bill belongs to, whether the subcontract has room left, whether the change order was approved, whether this month’s waiver is on file, and which PM has to sign off.

Generic AP automation reads the invoice and stops there. ProcIndex works from the job, the commitment, and the payment, which is where construction exceptions actually live.

What changes for your team

• Bills arrive coded to job and cost code, with the commitment and remaining balance attached
• Pay applications arrive checked: schedule of values, prior billing, retainage, stored materials
• Payments with a missing or mismatched lien waiver are held with the reason visible
• Project managers approve from one queue with the invoice, PO, and variance in front of them
• Subcontractors asking “where’s my payment?” get an answer from live AP data

Retainage, change orders, and draws

Retainage is held on each draw and tracked to release, so it doesn’t disappear into aging. Change orders are only billed against once approved, and partial billings are matched against what remains on the commitment.

For the method behind each check, see the guides on pay applications, retainage, and lien waivers below.

Roofing and specialty contractors

Roofing, mechanical, electrical, and other specialty contractors run the same AP problems at a faster pace: many small jobs, materials bought per job from a handful of suppliers, equipment rentals, and crews or subs paid against short schedules. Getting each bill to the right job, and catching supplier invoices that bill more than was delivered, matters more than on a single large project.

ProcIndex codes each supplier bill to the job from the PO or delivery address, matches it to what was ordered and received, and checks subcontractor waivers before payment, so job costs stay current between jobs instead of being cleaned up at month-end.

Connected to your ERP

ProcIndex connects to NetSuite, Sage Intacct, and QuickBooks. Your ERP stays the system of record: coding, approvals, and postings land there, with the evidence behind each one kept in the audit trail.