ChecklistGuro Subcontractor Payment and Invoice Processing
Streamline your construction project financials with our automated Subcontractor Payment and Invoice Processing workflow. Eliminate manual errors, track lien waivers, and ensure timely payments with a seamless, end-to-end digital process designed to boost transparency and maintain healthy vendor relationships.
This Template was installed 3 times.
Start
Start of the Workflow/Process.
1. Retrieve Subcontractor Master Data
Fetch subcontractor details (tax ID, payment terms, and bank info) from the Subcontractor Data Model.
2. Create Invoice Entry
Generate a new Invoice record in the Invoices Data Model when a new billing cycle begins.
3. Retrieve Work Orders
Get all approved Work Orders associated with the specific Subcontractor to verify billable work.
4. Sum Completed Work Order Totals
Aggregate the total cost of all completed Work Orders to validate against the submitted invoice amount.
5. Calculate Tax and Total Due
Apply tax percentage to the subtotal and calculate the final total amount payable.
6. Task: Verify Invoice Accuracy
Create a task for the Accounts Payable Clerk to verify that the invoice matches the work completed.
7. Task: Budget Compliance Check
Create a task for the Project Manager to ensure the invoice does not exceed the project budget.
8. Update Invoice Status to 'Under Review'
Update the status field of the Invoice entry to reflect it is currently being audited.
9. Update Invoice Status to 'Approved'
Update the status field to 'Approved' once all validation tasks are completed.
10. Notify Subcontractor of Approval
Send an email to the subcontractor confirming their invoice has been approved for payment.
11. Create Payment Instruction Entry
Generate a new entry in the Payments Data Model to trigger the actual fund transfer.
12. Update Invoice Status to 'Paid'
Update the Invoice record to 'Paid' once the payment entry is processed.
13. Send Payment Advice to Subcontractor
Send an automated email containing the payment reference number and date to the subcontractor.
14. Generate Monthly Subcontractor Spend Report
Create a summary report of all processed payments and outstanding liabilities for the month.
15. Remove Draft Invoices
Delete any expired or duplicate draft invoice entries that were not progressed to review.
End
End of the Workflow/Process.
Start of the Workflow/Process.
Fetch subcontractor details (tax ID, payment terms, and bank info) from the Subcontractor Data Model.
Generate a new Invoice record in the Invoices Data Model when a new billing cycle begins.
Get all approved Work Orders associated with the specific Subcontractor to verify billable work.
Aggregate the total cost of all completed Work Orders to validate against the submitted invoice amount.
Apply tax percentage to the subtotal and calculate the final total amount payable.
Create a task for the Accounts Payable Clerk to verify that the invoice matches the work completed.
Create a task for the Project Manager to ensure the invoice does not exceed the project budget.
Update the status field of the Invoice entry to reflect it is currently being audited.
Update the status field to 'Approved' once all validation tasks are completed.
Send an email to the subcontractor confirming their invoice has been approved for payment.
Generate a new entry in the Payments Data Model to trigger the actual fund transfer.
Update the Invoice record to 'Paid' once the payment entry is processed.
Send an automated email containing the payment reference number and date to the subcontractor.
Create a summary report of all processed payments and outstanding liabilities for the month.
Delete any expired or duplicate draft invoice entries that were not progressed to review.
End of the Workflow/Process.
Found this Workflow Template helpful?
Construction Management Solution Demo
Build smarter, not harder! ChecklistGuro streamlines construction projects from planning to closeout. Manage tasks, inspections, safety protocols & more - all in one place. Reduce delays, improve communication, and deliver projects on time & on budget.
Related Workflow Templates
Construction Post-Project Review and Lessons Learned Process
Construction Project Handover and Commissioning Workflow
Construction Waste Management and Sustainability Process
Subcontractor Compliance and Insurance Tracking
Construction Documentation and Record Keeping Workflow
Construction Labor Management and Tracking
Construction Risk Management and Mitigation Workflow
Construction Supply Chain Management Process
We can do it Together
Need help with
Construction?
Have a question? We're here to help. Please submit your inquiry, and we'll respond promptly.