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:
(Optional) Click Export to download a PDF version for your records.
Click Save Invoice to save changes.
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.