Which job is this supplier invoice for?
An ABC Supply invoice lands in the inbox with a street address and no job number. Someone in your office has to find the job, enter the bill in QuickBooks and attach the PDF. In one roofing shop we talked to, that was somebody's full-time job.
We build systems to enter invoices against the right job and send unclear ones to your bookkeeper. We don't have results from a live shop to share yet. We start by looking at your invoices and software, then explain what can be automated and what still needs checking.
Why is finding the job so slow?
Because the invoice often doesn't say. The PO field says Smith, or there's only a street address, and someone has to go ask the project manager.
- No job number or PO on it.
- A PO that isn't a job number, like the customer's name.
- A street address where the job number should be.
- Two jobs at the same address.
- Material bought at the counter before anyone knew the job number.
- One PDF with 15 invoices for different jobs.
- Statements and credit notes mixed in with the invoices.
What does a hard one look like?
An invoice says Smith in the PO field and gives a street address. You have two jobs for Smith at that address. That isn't enough to choose the job. Someone who knows the order needs to check it.
Example with made-up details.
What happens when invoices haven't been entered?
Until an invoice is on the job, the job looks cheaper than it was. You can close a job and find out later it lost money. If commissions depend on job profit, missing costs can affect what you pay.
Getting received invoices onto the job faster fixes that part. Invoices your supplier hasn't sent yet, labor costs and credits need their own fixes.
Invoices that sit too long can also bring late fees, or a supplier putting your account on hold until someone calls.
Can QuickBooks match invoices to jobs?
QuickBooks can read a PDF invoice. The shops we talked to still had to delete split-out line items, fix missing invoice numbers and pick the job themselves. One went back to typing invoices by hand. If what you have already works, keep it. We'll tell you.
What about an outside bookkeeper?
A bookkeeper can handle your books, and that's worth it if you need payroll and month-end too. They still need someone in your office to name the job when the invoice doesn't say. We only handle the invoices, and we work alongside your bookkeeper.
How do the options compare?
| Step | Your office today | Accounting app that reads PDFs | Outside bookkeeper | Ops and Hammer |
|---|---|---|---|---|
| Who types the bill | Your clerk or bookkeeper | The app fills it in. Someone checks and fixes it | Their staff | The system, when the job is clear |
| Who picks the job | Your clerk, often after asking the PM | Someone in your office | Their staff, after asking your office | The system when the job is clear. Your bookkeeper when it isn't |
| When it's on the job | When someone gets to it | When someone checks it | On the schedule you agree with them | When it arrives, unless your bookkeeper needs to check it |
How does the system pick the job?
When an invoice comes in with a job number or PO that matches one of your open jobs, it goes on that job. If not, the system compares the address and other details with your open jobs. Anything it isn't sure about goes to your bookkeeper, with the likely jobs side by side.
See the demo. It shows matching results for 200 made-up invoices. These aren't results from a customer's business.
What happens on the call, and what does it cost?
It's a 20-minute call. The call and one-page map are free. We'll check your software on the call and confirm what we can connect. Within 2 business days you get a one-page map of how your invoices get handled today. If you want us to build the system, we'll give you a fixed price first. The build takes 1 to 4 weeks.
The system needs to read the inbox your invoices arrive in, plus a login for your accounting and job software that can enter bills and see your job list. We put that in writing first.
What's the guarantee?
Our guarantee covers the first 30 days after the system goes live. Two things have to be true: at least 9 out of 10 invoices go on the right job without anyone picking the job, and none go on the wrong job. If either one misses, you get the build fee back.
It counts invoices that arrive in the inbox we connect. Invoices that need your bookkeeper to choose the job count against the 9 out of 10. Overhead bills and bills paid by card don't count toward it. We measure it from your accounting system, and you see the count.
Show us one bill. We'll show you the map.
A 20-minute call with Javier. Bring one supplier invoice that was hard to place. Two business days later you get a one-page map of how your invoices get handled today. It's yours either way.
Book the 20-minute walkthrough See an example map, or the demo's sample results on 200 made-up invoices. They aren't results from a customer's business.