How to Process an Invoice in inBuild

Last updated: December 24, 2025



SOP: Invoice Processing in InBuild

Key Steps

  1. Access Invoices:

    • Navigate to the inbox to view the list of incoming invoices.

  2. Select an Invoice:

    • Click on the invoice you wish to process (e.g., "84 lumber invoice").

  3. Verify Vendor Information:

    • Check the vendor name pulled by the AI.

    • If incorrect, click on the vendor name and select the correct vendor from the list.

  4. Review Invoice Details:

    • Confirm the invoice number is correct. Make necessary changes if the AI entered it incorrectly.

    • Check the invoice date or billing due date; ensure it reflects the correct date.

  5. Total Amount Verification:

    • Ensure the total amount matches the calculated total from the line items section.

  6. Associate Project and Commitments:

    • Confirm the invoice is associated with the correct project (e.g., "Reserve at Icarus").

    • Select any relevant commitments (purchase orders or subcontract agreements) from the Commitments tab in Procore.

  7. Populate Current Period:

    • Allow the AI to extract and populate line items from the invoice. This may take a minute depending on the complexity.

  8. Check for Duplicate Invoices:

    • Look for alerts indicating potential duplicate invoices. Click the provided link to view any existing invoices.

  9. Adjust Current Period Amounts:

    • Double-click in the current period field to adjust amounts if necessary. Ensure amounts are not 100% billed.

  10. Ensure Variance Accuracy:

    • Confirm that the amounts in both fields match the expected variance.

  11. Submit Invoice:

    • Ensure all required fields are filled out. If there are mismatches, the system will warn you.

    • It's safe to ignore this warning if you are confident that the AI predicted total amount is incorrect.

    • Click "Submit" once all information is verified.

  12. Communicate with Team Members:

    • Use the @ Mentions tool in the activity feed to ask questions or send notes to team members.

  13. Archive or Delete Invoices:

    • If needed, click the archive feature to archive or delete invoices.

Cautionary Notes

  • Always double-check the vendor and invoice details to avoid processing errors.

  • Ensure that the total amount and current period amounts are accurate before submission.

  • Be mindful of duplicate invoices; review alerts carefully.

Tips for Efficiency

  • Familiarize yourself with the AI's capabilities to speed up the verification process.

  • Use keyboard shortcuts (like the return key) for faster navigation and communication.

  • Regularly check for updates or changes in the invoice processing protocol to stay informed.

  • Keep a checklist of common errors to watch for during invoice processing to minimize mistakes.