Process Subcontractor Billing
Streamline subcontractor invoice processing, verification, and payment workflows to eliminate manual data entry, reduce payment delays, and maintain accurate vendor records across your facilities operations.
When
Subcontractor Invoice Received
Then
Verified Invoice Processed and Payment Scheduled
12 hours per week
Time Saved
70% faster processing
ROI Impact
Subcontractor billing automation for facilities management captures invoices automatically, validates charges against work orders and contracts, routes for approval based on predefined rules, and schedules payments while maintaining complete audit trails. This eliminates manual data entry, reduces processing time by 70%, and ensures subcontractors receive timely payments.
How This Automation Works
Subcontractor Invoice Received → Verified Invoice Processed and Payment Scheduled
Invoice Capture and Data Extraction
System receives subcontractor invoice via email, portal, or direct integration and automatically extracts key data including vendor information, invoice number, service dates, work order references, line items, amounts, and payment terms using intelligent document processing.
Work Order and Contract Validation
Extracted invoice data is automatically matched against corresponding work orders to verify service authorization, completion status, and rate accuracy. The system validates charges against contract terms, identifies discrepancies, and flags any invoices requiring manual review.
Approval Routing and Notification
Valid invoices are routed to appropriate approvers based on amount thresholds, service categories, and property assignments. Approvers receive notifications with invoice details, supporting documentation, and one-click approval options, with automatic escalation for pending approvals.
Payment Scheduling and Processing
Approved invoices are automatically recorded in the accounting system with proper coding and cost center allocation. Payment is scheduled according to vendor terms and company policies, with automatic calculation of discount opportunities for early payment.
Confirmation and Record Management
Subcontractor receives automated confirmation with expected payment date and processing details. All invoice documents, approvals, and payment records are stored in a centralized repository with complete audit trails for compliance and vendor management reporting.
How It Works
Managing subcontractor billing across multiple facilities creates bottlenecks that delay payments and strain vendor relationships. Manual invoice processing involves verifying work completion, matching purchase orders, tracking payment terms, and coordinating approvals across property managers and accounting teams. This automation solution transforms subcontractor billing by automatically capturing invoice data, validating against work orders and contracts, routing for appropriate approvals, and triggering payments—all while maintaining complete audit trails. Facilities teams gain real-time visibility into outstanding invoices, payment schedules, and vendor performance metrics, while subcontractors receive faster, more predictable payments that strengthen partnerships and service quality.
The Trigger
The process initiates when a subcontractor submits an invoice via email, portal upload, or integration from their billing system. The system captures invoice details including service dates, work order references, line items, and payment terms.
The Action
The system validates invoice details against work orders and contracts, routes to appropriate approvers based on amount and service type, updates accounting records, schedules payment according to terms, and sends confirmation to the subcontractor with expected payment date.
Common Use Cases in Facilities
- Multi-site facilities management companies processing hundreds of subcontractor invoices monthly across HVAC, electrical, plumbing, and janitorial services
- Corporate real estate teams managing maintenance and repair invoices from various trade contractors across their property portfolio
- Property management firms coordinating billing from landscaping, security, cleaning, and specialized maintenance subcontractors
- Hospital facilities departments processing invoices from medical equipment maintenance, environmental services, and building systems contractors
- Educational institutions managing billing from food service, grounds maintenance, custodial, and facilities repair subcontractors
- Manufacturing facilities coordinating payments to equipment maintenance, industrial cleaning, and specialized repair service providers
- Retail chains processing invoices from store maintenance, refrigeration service, and facilities management subcontractors across multiple locations
- Government facilities managing billing compliance and payment processing for contracted maintenance and construction services
Results You Can Expect
Accelerated Payment Processing
Eliminate manual data entry and approval delays to process subcontractor invoices in hours instead of days, improving vendor satisfaction and strengthening service relationships across your facilities portfolio.
Enhanced Payment Accuracy
Automated validation against work orders and contracts prevents overpayments, duplicate invoices, and unauthorized charges while ensuring subcontractors receive correct payment amounts based on completed work.
Improved Cash Flow Management
Real-time dashboards provide complete visibility into outstanding invoices, scheduled payments, and spending trends, enabling better cash flow forecasting and strategic vendor payment decisions.
Reduced Administrative Burden
Free facilities managers and accounting staff from repetitive invoice processing tasks, allowing them to focus on strategic vendor management, cost optimization, and facility operations improvement.
Strengthened Vendor Relationships
Consistent, timely payments with automated status updates reduce vendor payment inquiries and build trust, resulting in better service prioritization and more favorable contract terms.
Complete Audit Compliance
Maintain comprehensive audit trails with automated documentation of all invoices, approvals, validations, and payments, ensuring regulatory compliance and simplifying financial audits.
Frequently Asked Questions About This Automation
Automated billing eliminates manual data entry by capturing invoice details directly from submissions, validates charges against work orders and contracts automatically, routes approvals based on predefined rules, and schedules payments without human intervention. This reduces processing time from days to hours while minimizing errors.
Set Up Automated Invoice Validation in Minutes
Stop doing manual work that software can handle. Fieldproxy makes it easy to set up this automation and dozens more - no coding required. Our AI builder helps you customize everything to match your exact business process.
Related Automations
View all facilities automationsAutomate Facilities Vendor Performance Reviews and Track Service Quality Metrics
Automatically collect vendor performance data, analyze service metrics, and generate comprehensive review reports. Streamline vendor evaluations with data-driven insights that improve service quality and contract decisions.
Automatically Dispatch Subcontractors Based on Service Requests and Availability
Streamline subcontractor dispatch by automatically matching service requests with qualified contractors based on location, expertise, and real-time availability. Eliminate manual scheduling bottlenecks and reduce response times.
Automate Generator Test Reminders to Ensure Continuous Facility Power Readiness
Automatically schedule and send generator test reminders to maintenance teams, ensuring compliance with testing protocols and preventing emergency power failures through systematic monthly or quarterly testing notifications.
Automate OSHA Compliance Checks and Reduce Workplace Safety Violations by 85%
Automatically monitor OSHA compliance requirements, track safety inspections, and generate audit reports to maintain workplace safety standards and avoid costly penalties.