Subcontractor invoice
Supplier, project, purchase order, period, amounts, due date, and line items where needed.
Who SmartDocTO is for
For construction
Supplier invoices and supporting records in one process
A construction invoice often cannot be reviewed on its own. SmartDocTO can extract configured fields from the invoice, work record, or handover report, link related documents that share the same value in a common field, and prepare them for substantive review and approval.
Starting point
The invoice is only part of the evidence
A subcontractor invoice is tied to a project, period, and supporting records. Someone must confirm that the attachments and values match the actual work before finance can proceed.
- The invoice and attachments arrive separately.
- Project, period, and order number are searched for in other systems.
- Amounts are compared manually with work records.
- Substantive review happens outside the accounting workflow.
- A returned document may not carry a clear reason or owner.
Documents
Documents suitable for a pilot
Construction processes use different names and structures, so fields and links must be defined on representative samples.
Completed work record
Item numbers, descriptions, quantities, prices, periods, and other review values.
Handover or inspection report
Project, participants, date, scope, and handover status defined by the template.
Proposed process
A possible review process
SmartDocTO prepares documents and data for responsible roles. It does not perform technical supervision or confirm that the stated work was completed.
1
Receive records
A supplier or internal user uploads the invoice and attachments. Each document uses its matching template.
2
Extract and link
Each document is extracted with its own template. The link to a related document is created by a validation rule that compares the value of a chosen field, such as the project number, across the documents in your company. When the attachments arrive in one email message, the comparison can be narrowed to those attachments only.
3
Substantive review
Rules flag a missing attachment or selected mismatch. A site or project manager assesses the actual work.
4
Approve and deliver
After explicit approval, data and files can continue to an accounting, ERP, or document system.
Division of responsibility
The boundary between automatic and substantive checks
What SmartDocTO can be configured to do
- Templates for invoices, work records, and recurring documents.
- Linking documents that share the same field value, and checks on selected data.
- Flagging a missing record or a value that fails a rule.
- Routing to a responsible approver with traceable history.
What a responsible person must verify
- Whether the work was completed to the stated scope and quality.
- Whether the record matches the contract, changes, and current budget.
- How to handle extra work, retention, penalties, or other exceptions.
- Final substantive and accounting review before approval.
Pilot
What to verify in the pilot
Choose one recurring subcontractor scenario with enough documents to test both normal and difficult cases.
Important boundary
The system can prepare evidence and flag configured differences. Technical acceptance of construction work remains a human responsibility.
- 1 Invoice and supporting document formats.
- 2 A stable identifier for linking the documents, such as project, order, or period.
- 3 Fields that must match across documents.
- 4 Missing attachments and allowed tolerances.
- 5 Responsible roles and output channel.
Questions and answers
Frequently asked questions
Which construction documents can be processed together?
An invoice can be linked to a work record, handover report, or another attachment when they share the same value in a common identifier. Rules then compare selected fields and flag differences.
What happens when an attachment is missing or a value differs?
A configured rule can flag the document, return it for correction, or stop the next step. The user sees the specific reason and the missing document or value.
How are construction invoices approved and delivered?
Assigned project and finance roles can review the invoice. The history retains their decisions, and approved data can then be delivered to an ERP or accounting system.
Other sectors
Your document type
Where else SmartDocTO can help
Construction pilot
Test one real subcontractor process
We define the document links, required checks, and the points that still need professional judgement.
Discuss a pilot