Feature · AI accounts payable
Stop keying invoices.
Forward them and approve.
VIABUILD gives every builder a dedicated accounts inbox. Tell your subbies and suppliers to send invoices there, and the AI extracts the line items, matches them to your purchase orders, and codes them to the right job, ready for you to approve from your phone.
7 days free · $199 first month · $435/mo after · Month-to-month
01 / What it does
What this feature does
AI accounts payable is the part of VIABUILD that turns a supplier invoice into a coded, PO-matched, approval-ready bill, without anyone typing it in. You get a real email address for your accounts. Invoices land there, the AI reads them, and data entry becomes a queue you tap through.
It’s not OCR that dumps text into a box. It reads line items, recognises the supplier, finds the matching purchase order, and applies your job and cost coding so the numbers land in the right place.
02 / Why it matters
Why builders need it
The admin shift ends
Invoice entry is the job builders do after dinner. Forwarding an email and tapping approve replaces the whole nightly ritual.
Costs land in real time
When invoices are processed the day they arrive, not in a month-end batch, your cost tracking is actually current.
Fewer coding mistakes
Matching to the PO and job at capture means fewer miscoded bills, fewer “what was this for?” conversations, cleaner books.
Approvals from anywhere
Approve from the ute between jobs. No waiting until you’re back at the desk with the shoebox of invoices.
A clean handoff to Xero
Approved bills push to Xero as drafts with tracking categories, so your accountant gets tidy data, not a mess to fix.
Built for builder volume
Whether it’s 40 invoices a month or 400, the inbox keeps up. We test at real builder volume, not demo conditions.
03 / The VIABUILD way
How VIABUILD handles it
A dedicated inbox, AI capture, and PO matching in one flow.
Each VIABUILD account gets its own accounts inbox. Suppliers email invoices straight to it (or you forward them). The AI extracts every line, identifies the supplier, and looks for the purchase order it belongs to. Where it finds a match, it lines the invoice up against what you committed, so over-charges and quantity mismatches are visible before you pay.
You review a clean queue: supplier, job, amount, PO match, coding. Approve, and the bill flows to Xero as a draft with the right tracking category. The cost shows against the job immediately, so budget vs actual stays live.
- Dedicated accounts inbox per account
- Line-item extraction, not just OCR
- Automatic PO matching & variance flags
- Job + cost-code coding at capture
- One-tap approval on any device
- Draft bills to Xero with tracking categories
04 / The workflow
How it runs, step by step
- 01
Set up your inbox
Get your dedicated accounts email and tell suppliers to send invoices there.
- 02
Invoices arrive
Supplier emails land in the inbox, or you forward them in. No portal logins for your subbies.
- 03
AI reads & matches
Line items extracted, supplier recognised, purchase order matched, job coded.
- 04
You review the queue
A clean, sorted list. Check the match and coding at a glance.
- 05
Approve
One tap. Over-charges and mismatches are flagged before you commit.
- 06
Syncs to Xero
Approved bills push to Xero as drafts with tracking categories. Costs update against the job live.
05 / FAQ
Common questions.
You get a dedicated accounts inbox. Supplier invoices are emailed there (or you forward them). The AI extracts the line items, recognises the supplier, matches the invoice to your purchase order, and codes it to the right job and cost code. You approve from a clean queue, and approved bills push to Xero as draft bills with tracking categories.
No. OCR turns an image into text. VIABUILD reads the structure of the invoice (line items, supplier, totals) and matches it against the purchase order you raised, so it can flag over-charges and quantity mismatches and code the bill correctly, not just transcribe it.
No. VIABUILD handles construction management and the AP workflow; Xero handles your accounting. Approved bills sync to Xero as drafts with tracking categories, so there’s no double entry between the two.
The invoice still gets captured and coded. It’s just flagged as unmatched so you can decide how to handle it. You stay in control of what gets approved.
Yes. They email invoices like normal, with no portal for them to log into. You just point them at your VIABUILD accounts inbox, or forward what comes to your own inbox.
06 / Keep reading
Related features & guides
Process 10 invoices. You’ll know within the hour.
Start with 7 days free: full platform, real data. $199 for your first month, then $435/mo. Forward a stack of invoices and watch the admin shift disappear.