What is the best way to digitize paper invoices from construction vendors?

The Step-by-Step Approach

1. Capture invoices digitally. Use a mobile app or scanning to convert paper invoices to digital files, with automatic data extraction.
2. Match invoices to purchase orders and job costs. Construction AP automation software can match invoices to the correct project, cost code, and vendor.
3. Automate approval workflows. Route invoices to the right people for review and approval, based on your construction-specific rules.
4. Integrate with your ERP. Sync approved invoices to your construction accounting system, streamlining month-end close.

What Makes This Different in Construction

Generic AP automation solutions often fail in construction because they don't address the unique challenges of the industry. Construction projects have complex job-cost accounting, with multiple cost codes and projects to track. Field teams need to collaborate on invoices, but are often disconnected from the office.

Key construction-specific considerations:

• Job-cost allocation and reporting
• Multi-project and cost-code complexity
• Field team collaboration and approvals
• ERP integration requirements

Tools That Help

Construction-specific AP automation platforms are designed to handle the unique complexities of the industry. They integrate seamlessly with leading construction ERPs, streamline multi-project workflows, and provide job-cost visibility.

For example, Vergo allows you to capture invoices on-site, match them to the right project and cost codes, and automatically sync to your ERP. This gives your accounting team full visibility and control over cash flow.

How Vergo Helps

Vergo is a card-agnostic expense management platform built for construction. Connect any corporate or project credit card and get full visibility and control over field spending.

• Job-cost coding at the point of capture — field teams assign job number, cost code, and cost type from their mobile device before the receipt leaves the job site.
• Per-job spend controls — set card limits by project, cost code, or cardholder so spending stays within approved budgets.
• Mobile receipt capture — superintendents and PMs photograph receipts on-site with automatic data extraction.
• Role-based approval workflows — route expenses through project managers, job-level approvers, and controllers based on your org structure.
• Vergo integrates natively with major construction ERPs, syncing coded expenses directly into job cost and general ledger without manual re-entry.

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