Submitting an Invoice as a Subtrade

When a general contractor creates a draw for a billing period, selected sub-trades will receive an email from Buildend inviting them to submit their invoice.

Accessing the Invoice Submission

Sub-trades will receive an email with a "View Invoice" button. Clicking it will take them directly to the invoice submission page. If not already logged in, the sub-trade will be prompted to log in first.

Completing the Invoice Form

On the invoice submission page, the sub-trade will see details about the draw, including:

  • Billing Start and End Dates
  • Draw Due Date

They will need to complete the following:

  • Invoice Number
  • Invoice Date
  • Invoice Due Date
  • Optional Notes

Scheduled Values and Billing

In the Scheduled Values section, the sub-trade will see all original contract line items and any approved change orders, automatically populated. For each item, they can enter either:

  • A dollar value under the This Period column, or
  • A percentage under the % Complete column

As these amounts are entered, the Invoice Summary will automatically update in real time to show:

  • Total Completed to Date
  • Amount Previously Billed
  • Current Invoice Amount
  • Applicable Taxes
  • Total Amount Due

Required Documents and Attachments

If the general contractor has requested any required documents, the system will prompt the sub-trade to upload those before submitting the invoice. Sub-trades can also upload any additional supporting documents in the Additional Documents section.

Submitting the Invoice

Once all fields are completed and documents are uploaded:

  1. (Optional) Click Export to download a PDF version for your records.
  2. Click Save Invoice to save changes.
  3. Click Submit Invoice For Review to send it to the general contractor for review.

Post-Submission Review

After submission:

  • The general contractor will review the invoice and either approve it or return it with comments.
  • If returned, the sub-trade will receive an email and can make edits before re-submitting.
  • Once approved, the sub-trade will be notified via email.

Tracking Invoices

Sub-trades can always return to the Vendor Portal in the project to view all previously submitted or pending invoices.