One-page map · names removed at the shop's request

How a client handles supplier bills today

A roofing shop with six locations and about 1,000 supplier bills a month. Every bill gets printed and signed on paper, then scanned back in. Drawn from one call with the office manager.

KeyClerk stepNeeds a personInboxSystem of recordSupplier
01 / Supplier 02 / AP inbox 03 / Two AP clerks 04 / Project managers 05 / QuickBooks Desktop 06 / JobNimbus Arrive Print, code, approve Enter and file Bill emailed some PDFs hold 15 to 20 Shared AP inbox every location, one inbox stall Sort and print by location and clerk can run on its own Code by hand job # written on paper 1 in 10 has no job # Type the bill in vendor, invoice #, job can run on its own Scan the stack one PDF per job can run on its own PM signs each bill once a week, on paper stays with a person Bill posted customer:job and class Upload to the job ten bills in one file stall email sorted by PM signed stack scanner emails the PDF

Who does it

  • Two AP clerks. One does this full time, the other splits it with payroll.
  • Project managers sign every bill on paper in a weekly meeting.
  • A part-timer was hired one summer just to scan and upload.

Where it stalls

  • Every bill takes a trip through paper. Printed, written on, signed, then scanned back in.
  • Some supplier PDFs bundle 15 to 20 bills across locations and companies.
  • About 1 in 10 bills carries a street address instead of the job number.
  • Approval waits for the weekly meeting.
  • Bulk uploads put ten bills in one file, so PMs can't find one later.

The number

  • About 1,000 supplier bills a month at the low end.
  • Roughly 100 clerk hours a month on coding and entry, from what the office manager said on the call.
  • Another 30 or so on scanning and uploading.
  • None of it shows up on a job cost report until it's done.
The project

What we'd build

Before
130
clerk hours a month
After
5
clerk hours a month · estimate

About 125 clerk hours a month back. Same office, more jobs.

InvestmentremovedTime to buildremoved

Month one: 9 of 10 bills post on their own, or we refund the build.

Connects to

  • The shared AP inbox
  • QuickBooks Desktop, through its bulk bill import
  • JobNimbus: the job list, each job's documents, the approval task

Runs on its own

  • Nothing gets printed or scanned. The bill stays on screen
  • Splits a 20-bill PDF and routes each bill to the right company
  • Reads vendor, invoice number, amount, and job number
  • Matches the job by PO, or by address against the job list
  • Posts to QuickBooks and files one bill per job in JobNimbus

Stays with a person

  • PMs approve every bill, as a JobNimbus task instead of paper
  • A clerk reviews the batch and picks the job on the 1 in 10
  • Nothing posts without an approved rule or a person's OK

Get your map

Twenty minutes on a call with Javier. Bring one supplier bill with an unclear job reference and tell him how it gets handled today.

Two business days later you get a page like this one, for your shop. Yours either way. It shows:

  • Where a person still needs to decide
  • What's worth automating, and what isn't
  • A rough number on the office hours a month it's eating

Book the 20-minute walkthrough at opsandhammer.com