Subcontractor Invoice Reconciliation Automation
A done-for-you home services automation built for the Accounts Receivable Specialist, connecting QuickBooks so the work below happens on its own.
What this automation does, step by step
Subcontractor invoices are automatically matched against the corresponding completed work orders, flagging any discrepancy in scope, hours, or pricing for review before payment is issued, instead of the accounts receivable specialist manually cross-referencing every subcontractor invoice against a separate job file.
Invoices that match cleanly move straight through for payment without anyone touching them, and only the exceptions requiring a real judgment call land on someone's desk, cutting the time spent on subcontractor billing dramatically while actually catching more billing errors than the manual process ever did.
- Field service management platform (e.g., ServiceTitan or Housecall Pro)
- Zapier or Make.com
- QuickBooks Online
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Without a system in place, an accounts receivable specialist has to manually chase down updates, send reminders one by one, and hope nothing falls through the cracks. It rarely feels urgent in the moment, but it adds up fast.
With this automation
- Invoices generated the moment a job or milestone completes
- Polite, escalating payment reminders that run on schedule
- Failed payment recovery for subscriptions and memberships
- Expense, commission, and reconciliation work handled automatically
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