Invoice Management
Capture supplier invoices automatically and create professional client invoices.
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Supplier Invoices Overview
Supplier invoices (payables) are invoices you receive from vendors, suppliers, and subcontractors. BuildLedger helps you capture, categorize, and track these invoices against your project budgets.
Forward Invoices via Email
The easiest way to capture invoices is to forward them to your unique BuildLedger inbox. Our system automatically extracts the key details using OCR.
- Find your unique inbox address in Settings → Email Inbox
- Forward any supplier invoice to this address
- BuildLedger will automatically:
- Extract the PDF attachment
- Run OCR to read the invoice
- Extract vendor, amount, date, and invoice number
- Create a new supplier invoice record
Pro Tip: Set up an email rule to auto-forward invoices from specific suppliers directly to your BuildLedger inbox.
Manual Upload
You can also upload invoices directly from your computer.
- Go to Supplier Invoices
- Click Upload Invoice
- Drag and drop your PDF or click to browse
- The invoice will be processed automatically
Supported formats: PDF, PNG, JPG. For best results, use clear scans or digital PDFs.
Review and Approve
After an invoice is processed, you'll need to review and approve it before it counts against your project budget.
Important: Always verify the extracted data is correct before approving. OCR accuracy depends on invoice quality.
Creating Client Invoices
Client invoices (receivables) are invoices you send to your clients for payment. BuildLedger makes it easy to create professional invoices with itemized costs.
- Go to the project and click Client Invoices tab
- Click Create Invoice
- Add line items:
- Progress claims based on contract stages
- Variations and additional work
- Cost pass-through with markup
- Review the invoice preview
- Send directly to the client via email
Evidence Bundles
BuildLedger can automatically attach evidence to your client invoices, showing clients exactly what they're paying for.
- Supplier invoices – Show the original supplier invoices as proof of costs
- Progress photos – Include photos of completed work
- Timesheets – Attach time records for labour charges
To enable evidence bundles:
- When creating a client invoice, check Include evidence bundle
- Select which supporting documents to include
- The PDF invoice will include an appendix with all evidence