Supplier bills into QuickBooks, coded to the right job, automatically

The month-end pile

A hundred paint-store bills pile up at month end. Six hours in a chair, spilling into the weekend. At one company, the AR person spends 80% of her time typing jobs, estimates and invoices into QuickBooks.

Office managers tell us: “So I'm behind on the paint bill, so I can't tell you the materials cost.” Another said that putting in “the paint invoices, that can be cumbersome.”

Why it matters beyond the hours

Until the bill is in, nobody knows what materials cost on a job. Job costing waits for the pile. Bills get coded to the customer instead of the job, or to the wrong class, and the profit report is off by the time anyone looks.

Getting bills in on time, on the right job, is one of the five pieces of real-time job costing.

How it works

• Supplier invoices arrive by email, the way they do now.
• Each one is read and posted as a bill in the right QuickBooks Online file, with vendor, account, class and job filled in.
• The invoice PDF is filed in your folder, such as Dropbox.
• A summary email goes to your bookkeeper at noon: what posted, what needs a look.
• Anything unclear, like a credit, two job numbers on one bill, or a customer it does not know, is held for a person instead of guessed.
• More than one company or QuickBooks file is fine.

What your bookkeeper sees

One email a day instead of a stack of invoices. The accounting manager at a painting company described it like this: “It's so nice the way you guys have it set up. These are the things you need to address. I do it once a day, I'm done, and it's amazing.”

The same accounting manager, on seeing materials cost by job while the job is still running: “Now that we have the paint bills automated, the live dollars are there. We know how much we're spending per customer in QuickBooks.”

Proof

• Sherwin-Williams and Dunn-Edwards bills post themselves to QuickBooks for three companies, every weekday.
• At a painting company in Cape Cod, supplier invoices are matched to jobs, with zero false matches on the first real batch.

What it costs and how long it takes

A flat fee to build it, then a monthly fee to run it. We quote both on a free 30-minute call once we know your tools. No hourly bills. No surprise invoices.

Bill automation is live in 30 days or your money back.* The 30 days start the day we have working access to every system involved. It only takes 3 to 5 hours of your team's time and our team will do the rest.

*Terms in writing before we start.