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Software · JobTracker · Bills and payables
JobTracker
Bills and payables
Accounts payable approval software so no wrong bill gets paid
Accounts payable in JobTracker is a bill approval queue built for contractors. Every job bill goes to that job's project manager first, then moves through Requested, Approved, In process and Paid with a pay link attached. Notices say plainly whether a bill is OK to pay, and each cost lands on the job's live profit.
Every screen in English and Spanish · Works on phone, tablet and desktop · Plans start at $495 a month
The problem
Sound familiar?
Who checked that bill before it got paid?
Bills come in from everywhere: a supplier email, a sub's text, a crumpled invoice on the dash. The bookkeeper doesn't know the job, so the bill gets paid if it looks right. The PM who could have caught the extra fifty sheets of drywall never sees it. Weeks later, someone asks whether it got paid, and nobody can say for sure.
So you end up approving everything yourself, or you stop looking and hope. Either way, you're the bottleneck or the blind spot. Paying bills should be the easy part. When every question about a bill lives in a different text thread, it turns into the part that keeps you at the office late.
Where it costs you today:
a sub bill paid twice because it came in by email and text
a supplier overcharge that nobody on the job ever got to check
a vendor calling the office to ask if they've been paid yet
What it does
Get paid and pay people
What does bill approval in JobTracker do?
The project manager approves first
Job bills go to that job's PM to check before payables ever sees them. The person who knows what was ordered and what got done decides if the bill is right.
One queue from request to paid
Every bill sits in Requested, Approved, In process or Paid, with a pay link or invoice attached. Payables knows exactly what to pay and where to pay it.
Notices that say it plainly
Emails read "NOT APPROVED YET" or "APPROVED, OK to pay." The job's PMs hear when a bill is paid, and a declined bill sends required feedback to whoever submitted it.
Team chat on every bill
@mention a teammate on the bill, PMs included even without payables access, and they get an email linking straight to it. Questions about a bill stay with the bill.
Costs land on the right job
Each bill is marked as a materials or subcontractor cost, so it lands in the right bucket on the job's Financials tab and moves that job's live profit.
Receipts captured in the field
A crew member snaps a receipt photo with one tap. The cost posts to the job and the receipt goes to bookkeeping, so nothing rides around in the truck.
With JobTracker
What changes
What changes when every bill goes through the PM first?
A supplier invoice arrives with extra items on it. The PM spots them during approval and declines the bill with a note, before a dollar goes out.
Your bookkeeper opens the queue, sees only bills marked OK to pay, and pays them from the attached links. No guessing which ones the PM looked at.
A PM has a question about a sub's bill. She @mentions the office manager right on the bill, and the answer stays there.
The bill gets paid, the job's PMs get a notice, and the cost is already sitting on that job's Financials tab.
If nothing changes
Without an approval step, every wrong bill gets caught after it clears, if it gets caught at all. Those small overpayments come straight out of margin, one job at a time. A check by the person who knows the job beats chasing a refund.
The plan
Three steps
How do you get started?
1
Book a demo.
Thirty minutes, on work like yours.
2
We set it up with you.
We bring in your jobs, people and data, and train your crew in English or Spanish.
3
Run your next job in it.
See the difference on day one.
Works with
One system
Part of JobTracker, connected to everything else.
Get paid and pay people
Job costing software →
Run the work
Vendor and subcontractor management software →
Run the work
Materials and purchasing software →
See how it all fits together in JobTracker, our job management software for contractors →
FAQ
Straight answers
Questions about bills and payables.
Does every job bill need PM approval?
Yes, job bills go to the job's project manager first. That's the point: the person who knows the job checks the bill before payables sees it. Approved bills then move to payables with the pay link attached.
Can a PM comment on a bill without full payables access?
Yes. You can @mention a PM on any bill even if they don't have payables access. They get an email with a link straight to that bill, and the conversation stays on it. No more forwarding screenshots of invoices around the office.
Does JobTracker send the payment for me?
No. JobTracker organizes, approves and tracks bills, with a pay link or invoice on each one. Your team pays through the link or your usual method, and the bill moves to Paid so everyone is told. Payables gets the pay link when a bill is approved.
How do bills affect job costing?
Every bill is tagged as a materials or subcontractor cost and posts to its job. Accepted sub bids count against margin right away, then move into cash spent when they're paid, so margin and cash are both true.
Can subcontractors submit their own invoices?
Yes. Subs submit invoices through their own subcontractor portal and follow a live payment tracker there, so they stop calling your office to ask where their money is. Their bills still go through the same PM approval as every other job bill.
How much does it cost?
Plans start at $495 a month, with a discount when you pay yearly. Book a demo and we'll walk your current bill process through JobTracker and match the plan to your team.
Get started
30-minute demo
See every bill approved before it's paid
In a demo, we'll follow one of your typical bills from the supplier's invoice to the PM's approval to paid.