Invoice Approval

Viewpoint Construction Software's Construction Imaging offers accounts payable and invoice processing automation solutions for the construction industry.

Invoice Approval

Invoices that are waiting for approval or held by an approver are accessed in the Approve Invoice module in Construction Imaging. By clicking on the Display Invoices Button, the project manager approving or reviewing the invoice is presented with a list of invoices to review. Once an invoice image is available, he can add annotations to the invoice denoting "Waiting for Material – Do Not Pay" or other messages. When approved, an electronic signature is added with a time and date stamp. If the approver wants to see a copy of the PO or any related job documents, they can easily access them with a click of a button.

The Cost Coder built into the Approve Invoice Window allows the project manager to cost code or distribute the invoice data for later entry into A/P.

Using the Search for Job Document option the user can access any related job document saved in the imaging system. This allows the project manager the ability to review photos, blueprints, insurance certificates or related job files.

Construction Imaging

In addition to invoice approval, Construction Imaging streamlines accounts the following invoice processing functions:

Case Study: Approval from Two Weeks to Three Days

Port City Construction implemented an electronic accounts payable workflow solution to eliminate data entry requirements, provide greater insight into the process, and eliminate lost and misfiled invoices, delivery tickets, and purchase orders. The following year, they doubled their invoice count but did not add staff, thereby reducing the data entry requirements by 80 hours per week. Project managers who initially opposed the system became the biggest proponent as they could easily manage and find the documentation they needed to perform tasks. The push for more electronic project document management actually came from the field, once they were able to see the benefit of approving and searching documents electronically. Port City is now able to find any document within the system in a matter of seconds. An unexpected byproduct also came in 2008, when it was time for the annual audits, using the system's document security and search components the audit which historically took two weeks, took three days.