Build Flows
We design and build thisWorkflow automation

AP invoice approval routing by job, cost code and amount

Vendor invoices routed to the right project manager by job and amount, checked against the commitment, and passed to accounting once approved.

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The problem

Invoices arrive in a shared mailbox, get forwarded to project managers who are in the field, and come back days later, or not at all. Accounting cannot see which invoices are stuck or with whom, and coding errors are found after the invoice is already posted against the wrong job or cost code.

What we build

We build a routing workflow that captures each invoice, identifies the job and vendor, compares it with the commitment, and sends it to the approver your rules name. Approved invoices are handed to your accounting system with the coding confirmed, and every step is logged.

How it works

  1. 1

    Capture

    Invoices are collected from the AP mailbox or a SharePoint drop, and the vendor, job, invoice number and amount are recorded, with document extraction where it helps and a person confirming the values.

  2. 2

    Match

    The invoice is compared with the Procore commitment or purchase order for that job, flagging amounts over the remaining balance or vendors with no commitment.

  3. 3

    Route

    The approver is chosen by job, cost code and amount band, with a second approver above your threshold and a backup when someone is out.

  4. 4

    Post and log

    Approved invoices go to Sage or QuickBooks for entry or import with the coding confirmed, and exceptions land on a worklist instead of being dropped.

  • Sage 100 Contractor
  • QuickBooks Online
  • Procore
  • Outlook
  • SharePoint
  • Power Automate
  • Microsoft Teams

The value it creates

  • Time saved

    Invoices stop waiting in inboxes; we compare receipt-to-approval time before and after from email and workflow timestamps.

  • Cost saved

    Checking against the commitment before approval catches over-billing and miscoding before it is posted; we count corrections before and after.

  • Visibility

    Accounting sees every open invoice, who has it and for how long.

  • Standardization

    Approval limits and coding checks apply the same way on every job.

Proof

Related use cases

Frequently asked questions

Will the workflow post invoices to our accounting system on its own?

Only if you want it to. By default, approved invoices are prepared for entry or import and a person in accounting completes the posting. Credentials are scoped to what the workflow needs.

Can it read invoice PDFs?

Yes, document extraction can pull the vendor, invoice number, date and amount from the PDF to save typing. Extracted values are shown to a person to confirm before the invoice is routed, because a misread amount is worse than a typed one.

Does it work with on-premises Sage 100 Contractor?

Reading from on-premises Sage is something we have done in production through a data gateway. Writing to it depends on what your version supports, so we confirm the posting method during discovery and say plainly if it has to be an import file.

Next step

Which report or workflow would you like to improve?

Tell us what your team does today, which systems are involved, and what you want to change. We'll discuss whether there is a practical fit.

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Prefer email? charley@buildflows.ai