The document lifecycle
Last updated: August 11, 2026
Receive, analyze, review, approve, sync, and track
Documents move through a consistent lifecycle in inBuild. Understanding each stage helps you know where a document is, what action it needs, and what happens after you submit it.
The exact path depends on your company’s settings. Approval may not be required, and the final destination may be Procore, QuickBooks Online, QuickBooks Desktop, or another enabled workflow.
Lifecycle overview
Stage | What happens | What you may need to do |
Receive | A document enters inBuild through email, upload, or another enabled source. | Upload a file or confirm that the correct email connection is active. |
Analyze | inBuild uses AI to identify the document and extract its details and line items. | Wait for processing to finish or retry a failed analysis when available. |
Review | The document appears in the Inbox so your team can verify and complete it. | Correct document details, coding, line items, assignments, and validation issues. |
Approve | Required reviewers approve or dispute the document when approvals are enabled. | Submit your approval decision or resolve a dispute. |
Sync | inBuild sends the completed information and supported attachments to the configured destination. | Submit the document, then correct and retry any reported sync failure. |
Track | Your team can review status, activity, and destination links after submission. | Confirm the result in the Outbox and in the connected system. |
1. Receive
A document first needs to enter inBuild. Depending on your company’s setup, it may arrive through:
A connected email account.
A manual file upload from the Inbox.
A document created manually without an attachment.
Another enabled integration or document workflow.
The available document types depend on the features enabled for your company. These may include Invoice, Commitment, QBO Bill, and QBD Bill.
What to check
Confirm that you selected the correct document type when uploading.
If a document should arrive by email, confirm that the correct email connection is active.
If you cannot add a document, confirm that your role includes editing access for that workflow.
2. Analyze
After a supported file is received, inBuild uses AI to identify the document and extract information. Depending on the document, this may include:
Vendor and project.
Invoice or contract number.
Document date, due date, and total amount.
Commitment or transaction type.
Line descriptions, quantities, rates, amounts, and coding suggestions.
A document may briefly show a processing state while analysis is underway. Some uploads may also wait in the AI queue before processing begins.
AI extraction reduces manual entry, but it does not replace review. Always compare the extracted information with the source document before submitting it.
If analysis does not finish
Check the displayed processing status. If processing was canceled or failed, use Re-analyze when that action is available. Contact Support if repeated attempts fail.
3. Review
After analysis begins, the document becomes available in the Inbox. The Inbox contains active documents that still need review, approval, correction, or submission.
Review the document
Open the document from the Inbox.
Compare the displayed document with the fields in Details.
Confirm the document type, vendor, project, number, date, amount, and assignee.
Review every line item and correct its coding and amount when needed.
Resolve displayed warnings or required fields.
Review the Activity tab for notes, mentions, and prior changes when relevant.
The required fields vary by workflow. For example, a Procore invoice may require a project, commitment, billing period, and cost coding, while a direct QuickBooks bill requires a QuickBooks vendor and at least one valid account or product/service line.
4. Approve
If your company uses approval rules, the document must complete its assigned approval workflow before final synchronization.
How approvals work
Reviewers may be organized into sequential tiers.
A tier may require any selected reviewer or all selected reviewers.
Only the current reviewer or tier can move the workflow forward.
A dispute requires attention before the document can continue.
What you may see
The primary action reflects the document’s current state. Examples include Approve bill, Dispute bill, Pending approval, Submit, and Approve & Sync to QuickBooks.
If approvals are not enabled for the workflow, the document moves directly from review to submission.
5. Sync
Submitting a completed document starts the configured synchronization. The destination depends on the workflow:
Procore Direct Cost or Subcontractor Invoice.
Procore Purchase Order or Work Order.
QuickBooks Online bill or related transaction.
QuickBooks Desktop bill or related transaction.
Some workflows send information to more than one connected system. For example, a Procore invoice may also sync to QuickBooks when accounting sync is configured.
If synchronization fails
A failure does not necessarily mean that all parts of the workflow failed. Open the document and review its detailed status and failure reason. Correct the reported vendor, project, mapping, date, line-item, approval, or connection issue, then retry the sync when available.
Before retrying, check the destination system when the result is uncertain. This helps prevent creating a duplicate record after a partial or delayed sync.
6. Track
After submission, use inBuild to confirm the result and understand the document’s history.
Where to look
Outbox: Submitted documents and their synchronization status.
Details: Current document fields, status, and destination links.
Activity: Notes, mentions, approval events, changes, and submission history.
Archive: Documents intentionally removed from the active workflow.
Reporting: Payable, project, volume, and processing information when your role includes access.
Confirm completion
Open the submitted document in the Outbox.
Confirm that the expected sync completed successfully.
Use the destination link, when available, to open the record in Procore or QuickBooks.
Compare the destination record with the source document when verification is required.
Frequently Asked Questions
Does every document require approval?
No. Approval requirements depend on your company’s settings, the document workflow, and the configured approval rules.
Why is my document still in the Inbox?
The document may still need required information, a validation correction, an approval decision, or submission. Open it and review the primary action, highlighted fields, approval status, and any displayed warnings.
What is the difference between Outbox and Archive?
Outbox contains documents that were submitted or synchronized. Archive contains documents intentionally removed from the active workflow.
Can I edit a document after it syncs?
Synced documents are generally locked in inBuild. Make corrections in the appropriate system or follow your company’s correction process. The available action depends on the document type and destination.
Where can I see who changed or approved a document?
Open the document and select Activity to review its notes, mentions, status changes, approvals, and other recorded events.