A general contractor pays subcontractor invoices, material supplier bills, equipment rental charges, and one-off trade invoices, and every line has to land on the right job and cost code for job costing to mean anything. AI extraction reads vendor, invoice number, dates, line items, and totals from any PDF, scan, or phone photo into Excel or CSV in seconds. Upload a supplier invoice and see it work.
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Construction accounting is project accounting: every invoice has to be captured, coded to a job and cost code, checked against retainage and the committed budget, and paid on terms that keep lien rights clean. The invoices themselves arrive as emailed PDFs, paper from the field, and photos taken in a truck, and almost every vendor formats them differently.
Job costing only works if each invoice line is coded to the right project and cost code. Keying lumber, concrete, and rental charges by hand line by line is slow, and a line coded to the wrong job quietly distorts two project budgets at once.
A lumber yard or electrical supply house invoice can run dozens of line items with quantities, unit prices, and part numbers. Manual entry either takes the time to key every line or collapses it into one lump amount that makes cost reports useless.
Superintendents forward photos of delivery tickets and rental invoices, suppliers email PDFs, and some subs still mail paper. Templates and rules-based OCR break on that variety; the office ends up retyping.
Subcontractor billing comes in as pay applications with completed-to-date, previously billed, and retainage withheld. Before any of that math can be checked, the numbers have to get out of the PDF accurately, and hand-keying them is where errors start.
When invoice entry backs up, work-in-progress and job cost reports lag the actual spend. Project managers make decisions on stale numbers, and surprises surface at closeout instead of mid-project.
InvoiceExtractor turns the invoices a contractor receives into clean structured rows you can code to jobs and import. Upload a PDF, scan, or photo and get vendor, invoice number, dates, every line item, tax, and totals in Excel or CSV, with no templates to build and no per-vendor setup.
Descriptions, quantities, unit prices, and amounts come out as separate rows, so a 40-line supply house invoice is ready for cost coding instead of being collapsed into one number.
The AI reads context rather than fixed layouts, so a new subcontractor, a one-off rental company, or an out-of-town supplier works the first time without configuring rules.
Phone photos of delivery tickets and scanned paper invoices are OCRed and extracted the same as digital PDFs, so what the field sends in does not need to be retyped at the office.
Output is structured Excel or CSV that imports into QuickBooks, Sage 100 Contractor, Sage 300 CRE, Foundation, Viewpoint, or any accounting system that accepts a spreadsheet.
Files are encrypted in transit and deleted after processing, so subcontractor pricing and project financials do not linger in a third-party system.
No integration project and no per-vendor setup. Upload, review, and import.
Drag in subcontractor invoices, supplier bills, and equipment rental charges as PDFs, scans, or photos. Multi-page invoices and batch uploads are fine.
Tip: Start with your highest-volume material supplier to measure the time you recover.
Vendor, invoice number, dates, descriptions, quantities, unit prices, tax, and totals are pulled into structured rows automatically, ready to tag with a job and cost code.
Check the output, assign jobs and cost codes, then export clean Excel or CSV and import it into your construction accounting system.
From a self-performing GC office to a specialty sub running lean on office staff.
Capture supplier and sub invoices in full without keying every line into the ledger.
Get invoice lines coded to jobs fast so cost reports reflect real spend, not last month.
Clear the invoice inbox in minutes and keep pay cycles and lien waivers on schedule.
Track material costs per job accurately without hiring dedicated AP staff.
It converts the invoices a contractor receives, subcontractor invoices, material supplier bills, equipment rental charges, and trade invoices, into structured rows ready for job costing. The focus is the accounts payable side of the office, not the pay applications you send owners. The table below shows the difference on a typical supply house invoice.
| Task | Manual keying | AI extraction |
|---|---|---|
| Time per invoice | 5 to 10 minutes | Under 10 seconds |
| Line-item detail | Often lumped into one amount | Every line captured |
| Job and cost coding | Manual lookup per line | Clean rows ready to tag |
| Error rate | 3 to 4% | Under 0.5% with review |
| Output | Retyped spreadsheet | Excel or CSV for your job cost system |
The line-item detail is what makes job cost reports trustworthy. Invoice line item extraction captures quantities and unit prices as separate rows, and core invoice data extraction software replaces the retyping that keeps cost reports a month behind. Coding each line to the ledger follows the same logic as GL coding, with a job and cost code layered on top.
Subcontractor billing usually arrives as a pay application, an AIA-style G702 with a G703 continuation sheet, carrying scheduled value, completed to date, previously billed, and retainage withheld. Extraction pulls those figures out of the PDF accurately so your project accountant can verify the math and post the payable, while retainage tracking, committed cost checks, and lien waiver management stay in your construction accounting system, which is exactly where they belong.
A real construction AP inbox is emailed PDFs plus whatever the field sends in: photos of rental invoices, scanned delivery tickets, paper from small trades. Image files have no text layer, so invoice OCR software recognizes the characters before fields are extracted; our walkthrough on extracting data from a scanned invoice covers that case. When the month closes, bulk invoice upload processes the whole stack in one batch, and the invoice PDF to Excel converter turns any single bill straight into a spreadsheet.
InvoiceExtractor gets clean, complete invoice data out of the documents. Budget-versus-committed reporting, retainage payable, subcontract compliance, and payment runs belong in QuickBooks, Sage, Foundation, or Viewpoint. Once bills are captured and coded, accounts payable automation software covers how approval routing and payment fit around your system.
Yes. AI extraction reads subcontractor invoices, material supplier bills, and equipment rental charges and outputs structured Excel or CSV with vendor, dates, every line item, and totals. It handles the layout variety construction is known for, long supply house invoices, one-off trade vendors, and photos from the field, without building a template per vendor.
It is the automated capture of data from the invoices a contractor receives so each line can be coded to a job and cost code and imported into a construction accounting system. It replaces manually retyping PDFs, scans, and field photos into the ledger, which is where most coding errors and month-end delays start.
Extraction pulls the figures off a pay application, scheduled value, completed to date, previously billed, and retainage withheld, so your team can verify the math instead of keying it. The retainage accounting itself, along with committed cost checks and lien waivers, stays in your construction accounting software.
Yes. Phone photos of rental invoices and delivery tickets and scanned paper invoices are processed with OCR first, then the fields and line items are extracted the same as from a digital PDF. Legible photos extract reliably; a blurry image may need a review pass.
Yes. The output is clean Excel or CSV that imports into QuickBooks, Sage 100 Contractor, Sage 300 CRE, Foundation, Viewpoint, or any system that accepts a spreadsheet import. You add fast invoice capture without replacing the accounting software your company already runs on.
Extraction returns each invoice as structured rows with vendor, descriptions, quantities, and amounts, so your bookkeeper or project accountant tags jobs and cost codes in seconds instead of reading the PDF line by line. The coding decision stays with your team; the retyping is what goes away.
Seconds per invoice instead of the 5 to 10 minutes manual entry takes on a long supplier bill. A month of invoices can be batch uploaded at once, which is the difference between cost reports that lag by weeks and reports that reflect current spend.
Capture quantities and unit prices for accurate job costing.
Process a month of supplier invoices in one batch.
Read scans and field photos with AI-based OCR.
Automate the AP workflow around your job cost system.
Start turning your invoices into clean, structured spreadsheet data.
USD
per month
per month
$288 charged today
Choose speed vs accuracy when extracting
| Base AI Faster | 2,500 pages |
| Pro AI Best accuracy | 500 pages |
Scale invoice extraction across your whole team with automation.
USD
per month
per month
$888 charged today
Choose speed vs accuracy when extracting
| Base AI Faster | 10,000 pages |
| Pro AI Best accuracy | 2,000 pages |
Enterprise‑grade invoice extraction, security, and controls.
USD
per month
per month
$ charged today
Choose speed vs accuracy when extracting
| Base AI Faster | pages |
| Pro AI Best accuracy | pages |
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