Construction accounts payable runs on documents no generic tool reads well: subcontractor invoices, material supplier bills, equipment rentals, and AIA pay applications. The converter above pulls the amounts, line items, cost codes, and retainage into clean Excel or CSV, so job cost stays current without keying every line by hand.
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A construction company does not process plain vendor bills. It processes AIA pay applications with a schedule of values, subcontractor invoices with retainage withheld, material deliveries tied to specific jobs, and equipment rentals billed by the period. Every one has to land against the right job and cost code, and most arrive as PDFs and scans. Keying that by hand is slow, and a wrong code throws off the whole job cost report.
An AIA G702 and G703 pay application summarizes contract value, work completed, retainage held, and the current amount due across a long schedule of values. Reading those figures off by hand for every progress billing is slow and error-prone.
Construction billing withholds retainage, often 10%, on each certified payment. If the retained amount is not captured cleanly, you lose track of what is withheld and what is due for release at milestones, which strains the relationship with subs.
Job costing only works if each invoice line posts to the right job and cost code. Manual entry that lumps a bill to a single code, or miscodes it, quietly corrupts the project cost report the PM relies on.
Subcontractor invoices, lumber and concrete supplier bills, equipment rental statements, and change orders all look different and all hit AP in the same week. A template-based tool breaks on the variety; manual entry drowns in it.
The AI reads each construction document for what it is, a pay application, a sub invoice, a material bill, a rental statement, and pulls the figures that matter for job cost into structured columns. No per-vendor template, and the variety stops being a problem.
Captures the key numbers off an AIA G702 and G703: original contract sum, work completed to date, retainage, previous payments, and the current payment due, instead of you reading them off by hand.
Pulls the retained amount as its own field, so you always know what is withheld per sub and what comes due for release at substantial completion.
Each material and labor line comes through as its own row with description, quantity, and amount, which is the detail you need to post to the right job and cost code.
Reads lumber, concrete, and supply invoices plus equipment rental statements, capturing quantities, unit prices, rental periods, and rates for accurate job tracking.
Subcontractor invoices, supplier bills, rentals, and change orders all run through the same workflow regardless of layout, with no template to build per vendor.
Output is clean Excel or CSV you can import into Sage 300 CRE, Foundation, QuickBooks, or your construction accounting system without reformatting.
No new accounting system and no template setup. Start with one job and its open bills.
Drag in subcontractor invoices, material bills, rental statements, or a pay application as PDFs, scans, or photos, one at a time or as a batch.
Tip: Run a full job worth of bills at once to see the cost detail land in one spreadsheet.
The tool captures vendor, amounts, line items, retainage, dates, and pay-application figures into consistent columns ready for job costing.
Check the output against the source, assign cost codes, then export Excel or CSV and import it into your construction accounting software.
Construction AP is a mix of document types, each carrying different data that job cost depends on. Here is what extraction pulls from each, so the variety stops being a manual bottleneck.
Process subcontractor invoices and pay applications across jobs without keying every schedule of values.
Turn material and supply bills into clean cost data tied to each job you are running.
Code a job worth of mixed bills to the right cost codes from one consistent spreadsheet.
Keep job cost reports current with retainage and line detail captured accurately.
Last updated June 2026
Invoice extraction for construction reads the document types a construction company actually receives, subcontractor invoices, material supplier bills, equipment rentals, and AIA pay applications, and pulls the amounts, line items, cost codes, and retainage into structured Excel or CSV. Because the AI reads each layout without a template, the mix of pay apps, lumber bills, and rental statements that hits AP in the same week all lands in one consistent format ready for job costing.
Each construction document carries different data that job cost depends on. AIA billing alone, per the G702 and G703 forms, summarizes contract value, work completed, and retainage held across the schedule of values. This table shows what extraction pulls from each.
| Document | What it is | What extraction captures |
|---|---|---|
| AIA G702/G703 pay application | Progress billing on a contract | Contract sum, work completed, retainage, current due |
| Subcontractor invoice | A sub billing for work performed | Sub, amount, retainage withheld, dates |
| Material supplier bill | Lumber, concrete, supplies | Line items, quantities, unit prices, job |
| Equipment rental invoice | Rented machinery billed by period | Equipment, rental period, rate, amount |
| Change order | An approved scope change | CO number, amount, the affected line |
For the per-line detail that drives cost coding, see invoice line item extraction, and to push a whole job of bills through at once, bulk invoice upload.
Two things make construction AP unforgiving. The first is retainage: a percentage, commonly 10%, is withheld on each certified payment until milestones or substantial completion, so you have to track what is withheld per sub and what comes due for release. Capturing it as a distinct field keeps that ledger straight. The second is cost coding: job cost reporting only works if each line posts to the correct job and cost code, so line-level capture matters more here than in plain AP. Miscode a bill and the project cost report the PM trusts goes wrong. To remove the keying that causes those errors, see eliminating manual invoice data entry.
Once the documents are structured, the data flows into the system you run the jobs on. Export to a spreadsheet with the invoice PDF to Excel converter, then import it into Sage, Foundation, QuickBooks, or your ERP via the ERP import workflow. For the engine behind the reading, see invoice OCR software, and if your scans are faint or photographed, how to extract data from a scanned invoice covers getting clean output from difficult source documents.
It reads the document types construction AP actually receives, subcontractor invoices, material bills, equipment rentals, and AIA pay applications, and pulls the amounts, line items, retainage, and cost detail into structured Excel or CSV. Because the AI reads each layout without a template, the mix of documents that hits AP in one week all lands in a consistent format ready for job costing.
Yes. It captures the key figures from a pay application: the original contract sum, work completed to date, retainage held, previous payments, and the current amount due across the schedule of values. That removes the manual reading of dense progress-billing forms for every draw, while you review the captured numbers before they post.
Yes. Retainage, commonly 10% withheld on each certified payment, is captured as its own field. That lets you track exactly what is being withheld per subcontractor and what comes due for release at milestones or substantial completion, instead of losing the figure inside the invoice total.
Yes. The output is clean Excel or CSV with consistent columns, which imports into Sage 300 CRE, Foundation, QuickBooks, or other construction accounting systems. You export the structured file, assign cost codes, and import it without reformatting, so the captured data lands in the system you run jobs on.
The AI reads each document layout-agnostically, so subcontractor invoices, lumber and concrete bills, rental statements, and change orders all run through the same workflow regardless of format. There is no template to build per vendor, which is what lets it absorb the variety of documents construction AP gets without breaking.
It captures every line item as its own row with description, quantity, and amount, which is the detail you need to code accurately, and you assign the job and cost code during review. Keeping the line-level detail intact is what makes correct cost coding possible, rather than lumping a bill to a single code.
Yes. Batch upload lets you run a full job worth of subcontractor invoices, material bills, and rentals in one pass and download them together in the same column layout. That makes consolidating a job cost picture and importing the batch fast, instead of keying each document separately.
Capture every line for accurate cost coding.
Process a whole job of bills in one batch.
Remove the keying that miscodes job costs.
Move job cost data into Sage or your ERP.
Turn any construction bill into a spreadsheet.
The engine that reads any invoice layout.
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