Many small supplier bills
Captures and codes high volumes of small bills from cleaning-supply, equipment, rental, and fuel vendors without hand keying.
Field and facility services
Accounting agents for field and facility service companies.
Commercial window cleaning, solar panel cleaning, and other route-based service businesses run on thin margins and lots of small transactions. ProcIndex agents code supplier bills to the right site and customer, get invoices accepted by facility managers, and keep collections moving, so the office keeps up as routes grow.
Workflow Coverage
Where the agents create leverage
Site and customer coding
Assigns each cost to the customer site, route, or contract it belongs to, so job margin is visible per account.
Invoices facility managers accept
Checks PO numbers, service dates, and site details against what the customer requires, so invoices aren’t rejected weeks later.
Consistent follow-up
Sends reminders on overdue balances, records promises to pay, and escalates disputes with the service record attached.
Where the back office falls behind
A commercial cleaning or solar maintenance company might service hundreds of sites a month. Each visit can generate supplier costs, crew or subcontractor costs, and an invoice to a facility manager who needs a specific PO number on it. None of it is complicated; there is just a lot of it, and it lands on a small office team.
The result is usually the same: costs coded to a general account instead of the site, invoices rejected for a missing PO, and collections that only happen when someone has time.
What changes
- Supplier bills arrive coded to site, route, or customer, with duplicates caught
- Customer invoices go out with the PO and service details the customer’s AP team checks for
- Overdue accounts get followed up on a schedule, not when the office has a spare hour
- Owners see margin by customer and site without a month-end spreadsheet
Connected to your ERP
ProcIndex connects to NetSuite, Sage Intacct, and QuickBooks. Coding, approvals, and postings land in your accounting system, which stays the record.
Related Guides
Deep dives for finance teams
Guide
Read Getting Invoices Accepted: POs, Portals, Tax, and Registration
What a customer’s AP team checks before it will pay your invoice.
Guide
Read Collections Aging Review
Reconcile the aging before you chase, and chase the right accounts first.
Guide
Read QuickBooks Finance Automation
Avoid duplicate bills and bad coding when automating on QuickBooks.
Free tool
Read DSO Calculator
See how many days of sales are sitting in receivables and why.
FAQ
Questions finance teams ask
Does ProcIndex work for commercial cleaning and window cleaning companies?
Yes. Field and facility service companies use it to code supplier bills to sites and customers, check invoices against customer PO requirements, and follow up on overdue accounts.
Can it code costs by customer site or route?
Yes. It suggests the site, route, or contract for each supplier bill from the PO, the vendor’s history, and the service records you keep, and sends anything uncertain to a reviewer.
We are on QuickBooks. Does that work?
Yes. ProcIndex connects to QuickBooks, NetSuite, and Sage Intacct.
See It Live
See it on a week of your invoices.
Bring a week of supplier bills and customer invoices. We’ll show how they would be coded, checked, and followed up.