AP Automation

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Subcontractor and supplier invoices, matched before they're paid

Every invoice captured from the inbox, matched to the subcontract, PO and approved variations, and posted to your ERP with retention applied. Over-claims and duplicates are flagged before anyone approves.

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Connects with the platforms your teams already use

Oracle AconexProcoreAutodesk Construction CloudMicrosoft 365SharePointPower BI

Quick answer

How can I stop paying subcontractor claims without evidence?

Check each claim against the subcontract, approved variations, rates and photo evidence before it is approved, and hold payment when insurances or licences have lapsed. Hivenox matches every subcontractor invoice to the subcontract, PO and approved variations, applies retention and flags over-claims and duplicates before payment.

How payment is held when insurances lapse

At a glance

Why match invoices on Hivenox

Inbox → ERPone flow from capture to posting
3-waymatching against the PO, subcontract and receipt
Every invoicecoded, approved and logged

How it works

Every invoice matched, approved and posted to your ERP

Pull invoices straight from your inbox

Forward invoices or point a dedicated inbox at Hivenox, and every invoice, credit note and statement is collected automatically.

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Check every line against the job and the subcontract

AI reads the supplier, amounts, tax and line items, then checks them against your ERP's jobs, cost codes and GL accounts, and against the subcontract or PO.

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Route approvals by job, amount and trade

Route each invoice to the right approver by job, amount, cost code or subcontractor, with mobile approval for project managers on site.

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Post approved invoices to your ERP in one click

Approved invoices post directly to the ERP with the image attached. No exports, CSVs or manual imports.

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Hold payment when insurances lapse

When a subcontractor's insurance or licence lapses, their invoices are held automatically until the documents are current.

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Built for the complexity of construction finance

Generic AP tools stop at the invoice. Hivenox handles the realities of construction accounting.

Job costing

Every invoice is coded to the right job, cost code and cost type, so job cost reports reflect what's happening on site.

Commitment matching

Invoices are matched to subcontracts, purchase orders and approved variations, with over-claims flagged before approval.

Retention and progress claims

Retention, GST/VAT and progress-claim terms are applied per contract on every invoice.

Duplicate detection

The same invoice submitted twice is caught, even when the number or format differs.

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Built for complex delivery

One record from site to board

AP Automation runs on the same record as Hivenox Construction OS, so site, commercial and finance teams see the same numbers.

From site to portfolio: invoices, commitments and cost on one record

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Who it's for

Value for every team that touches the work.

How AP Automation helps each team, from site to board.

Accounts payable

Stop keying invoices and focus on the exceptions that need judgement.

CaptureCoding
APAccounts payableAP Automation

Project managers

Approve from site with the subcontract and remaining budget in front of you.

Mobile approvalBudgets
PMProject managersAP Automation

Financial controllers

A current view of liabilities and accruals instead of a pile of unprocessed paper.

AccrualsAudit trail
FCFinancial controllersAP Automation

Implementation

Delivered with your team, step by step

Our delivery team works through each stage with you, with approvals and delegations set from day one.

Scope

Pick one live job or contract and record today's baseline.

Connect

Link the ERP, project and document systems it runs on.

Go live

Run it on the job, with approvals and delegations set.

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Integrations

Works with the systems you already run

Oracle AconexProcoreAutodesk Construction CloudMicrosoft 365SharePointPower BI

Start with one module

Add the next module on the same record

Each module runs on the same record as Hivenox Construction OS, so nothing is re-keyed when you add the next one.

Subcontractor compliance

Insurances, licences and safety documents collected and checked. Payment held automatically when anything lapses.

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Project and portfolio reporting

AI Analytics

Ask ‘which jobs have unpriced variations over $50k?’ and get the answer, traced to the source record.

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Job cost and ERP sync

ERP Sync

Jobs, cost codes, commitments and timesheets kept in step between your project systems and your ERP. No re-keying at month-end.

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Site receipts and expenses

Expense Management

Receipts captured on site and coded to the job and cost code before they reach your ERP.

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Project data in your AI assistant

Hivenox MCP

For IT teams: work with ERP and project data in ChatGPT, Claude or Copilot, under the same permissions and audit trail as Hivenox.

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Frequently asked questions

Check every invoice before it's paid

See subcontractor and supplier invoices matched to the subcontract, PO and approved variations on one of your own jobs.

Book a demo