SOP: Invoice Processing in InBuild
Key Steps
Access Invoices:
Navigate to the inbox to view the list of incoming invoices.
Select an Invoice:
Click on the invoice you wish to process (e.g., "84 lumber invoice").
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.
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.
Total Amount Verification:
Ensure the total amount matches the calculated total from the line items section.
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.
Populate Current Period:
Allow the AI to extract and populate line items from the invoice. This may take a minute depending on the complexity.
Check for Duplicate Invoices:
Look for alerts indicating potential duplicate invoices. Click the provided link to view any existing invoices.
Adjust Current Period Amounts:
Double-click in the current period field to adjust amounts if necessary. Ensure amounts are not 100% billed.
Ensure Variance Accuracy:
Confirm that the amounts in both fields match the expected variance.
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.
Communicate with Team Members:
Use the @ Mentions tool in the activity feed to ask questions or send notes to team members.
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.