Done like a human, on a human's computer, by an Agent.
Works using
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No new software.No integrations.
coded to job and cost code ↗
Invoice TC-30917 | Purchase order 2406-0412 | Delivery ticket Signed 11/09 · J. Alvarez | |
|---|---|---|---|
| Vendor | Tri-County Supply | Tri-County Supply | Tri-County Supply |
| Job | 2406 Maple Street | 2406 Maple Street | 2406 Maple Street |
| 3-5/8 in. 20 ga stud, 10 ft | 120 ea | 120 ea | 110 ea |
| 3-5/8 in. track, 10 ft | 30 ea | 30 ea | 30 ea |
| Unit price | $8.50 | $8.50 | - |
| Total | $1,275.00 | $1,275.00 | $1,190.00 received |
Ridgeline Mechanical, Job 2406. Contract work matches the subcontract. CO-02 is left off.
works in your ERP
stops and asks you
The work on one invoice takes minutes. It waits for days, and every hand-off is a place to lose money.
An agent that handles the messy parts your way.
The whole process · Ridgeline Mechanical · pay application 4 · Job 2406 Maple Street Medical Office
Scroll. Each step plays on the real screen the agent works in. You decide at 5 of them. The agent never pays anyone.
Good morning,
Attached is pay application 4 for work through 10/31 on the Maple Street Medical Office, with our conditional lien waiver for this period.
This application includes CO-02 for the added fire dampers in corridor B.
Thank you,
Carla Mendez · Ridgeline Mechanical billing
NextChecks the AP inbox first thing every morning
Pay apps, supplier invoices and delivery tickets arrive in five places. The agent checks each one every morning.
Agent does it
The agent reads the G702 and G703 line by line and re-adds the math before anything is entered.
Agent does itYou confirm the one field that does not agree with Sage.
Before entry, the agent confirms the vendor is set up and the same application has not been entered already.
Hard stop
No sub is paid without current insurance and every lien waiver. The agent reads each document and tells you what is missing.
You decideYou decide what to do when a document is missing: hold the pay app or approve it and hold the payment.
Every line of the pay app is compared with the schedule of values in Sage and with the PM's progress.
Agent does it
A change order is payable only after it is signed. The agent checks the log and holds anything still pending.
You decideYou decide: approve the contract work without the pending change order, or send the pay app back.
Retainage is recalculated at the subcontract rate, held on its own line and tracked per subcontract.
Agent does itRetainage release always waits for your sign-off.
Material invoices are matched to the PO and to the delivery ticket the superintendent signed on site.
Agent does itThe PM approves a short-pay when the site received less than was billed.
Rentals, fuel and small tools rarely have a PO. The agent checks them against your logs and codes them by your rules.
You decideThe PM confirms the cost code when there is no PO.
Every line is coded the way your job cost report needs it: job, cost code, cost type and commitment line.
Agent does it
The pay app goes to the PM first and to the project executive over the limit. Nobody is skipped and nobody is chased by hand.
You decideThe PM approves. Over $25,000, the project executive approves as well.
Once approved, the invoice is entered the same day, with the PDF attached, so job cost is never weeks behind.
Agent does it
Sub costs are rolled into the owner's pay application. A pay-when-paid sub is held until the owner's money is in.
Agent does it
The agent builds the pay run and stops. A person releases every payment, and anything missing a waiver stays out.
You decideThe controller reviews the run and holds the button to release it.
Each sub gets a remittance and a request for the unconditional waiver. Payment questions are answered the same day from Sage.
Agent does it
At month-end the agent lists what is owed but not billed, ties retainage and aging to the GL, and hands you the schedule.
Agent does itThe controller reviews the schedule and posts the accrual.
Every invoice keeps its trail: where it came from, what was checked, who approved it, and a video of the agent's work.
Agent does itYou sign off the day's run and see what is still waiting on a person.
Good morning,
Attached is pay application 4 for work through 10/31 on the Maple Street Medical Office, with our conditional lien waiver for this period.
This application includes CO-02 for the added fire dampers in corridor B.
Thank you,
Carla Mendez · Ridgeline Mechanical billing
This scan Scan_1109_0815.pdf · mailed copy | In the queue Emailed today 7:52 AM | |
|---|---|---|
| Subcontractor | Ridgeline Mechanical | Ridgeline Mechanical |
| Subcontract | SC-2406-015 | SC-2406-015 |
| Application no. | 4 | 4 |
| Period to | 10/31/2026 | 10/31/2026 |
| Amount billed | $45,500.00 | $45,500.00 |
| Notary date | 11/02/2026 | 11/02/2026 |
Required before payment · SC-2406-015 | ||
|---|---|---|
Certificate of insurance · general liability | Hartline Mutual · $2M aggregate · Summit named additional insured | Current to 06/30/2027 |
Certificate of insurance · workers' comp | Policy WC-88104 · renewal certificate not received yet | Expires 11/30/2026 |
Conditional waiver · this draw | Through 10/31/2026 · amount $40,950.00 · signed and notarized | On file |
Unconditional waiver · pay app 3 | Through 09/30/2026 · $54,000.00 paid 10/23 | On file |
Sub-tier waiver · Delta Sheet Metal Supply | Joint check agreement on file · supplier of ductwork | Missing |
State contractor license | HVAC · OH 48213 | Active to 03/31/2027 |
Hi Carla,
Pay application 4 is in review. Two documents are needed before it can be paid:
1. Sub-tier lien waiver from Delta Sheet Metal Supply for material through 10/31/2026.
2. Renewed workers' comp certificate. The one on file expires 11/30/2026.
Reply to this email with both and they will be filed against SC-2406-015.
Accounts Payable · Summit Builders
Pay app 4 Billed to date | Subcontract Scheduled value in Sage | PM progress D. Okafor · 11/02 walk | |
|---|---|---|---|
| Ductwork rough-in | $102,000.00 · 68.9% | $148,000.00 | 70% in place |
| Hydronic piping | $43,000.00 · 50.0% | $86,000.00 | 50% in place |
| Equipment set | $37,000.00 · 40.2% | $92,000.00 | 40% in place |
| Controls and balancing | $0.00 | $36,000.00 | Not started |
| CO-01 VAV box | $6,400.00 · 100% | $6,400.00 approved | Complete |
| CO-02 fire dampers | $3,500.00 · 100% | Not on the subcontract | Installed, CO unsigned |
Invoice TC-30917 | Purchase order 2406-0412 | Delivery ticket Signed 11/09 · J. Alvarez | |
|---|---|---|---|
| Vendor | Tri-County Supply | Tri-County Supply | Tri-County Supply |
| Job | 2406 Maple Street | 2406 Maple Street | 2406 Maple Street |
| 3-5/8 in. 20 ga stud, 10 ft | 120 ea | 120 ea | 110 ea |
| 3-5/8 in. track, 10 ft | 30 ea | 30 ea | 30 ea |
| Unit price | $8.50 | $8.50 | - |
| Total | $1,275.00 | $1,275.00 | $1,190.00 received |
Kessler Rentals KR-5521: "19 ft scissor lift, weekly rate, 10/26/2026 to 11/08/2026, Job 2406" · $640.00
Ridgeline Mechanical, Job 2406. Contract work matches the subcontract. CO-02 is left off.
Hi Carla,
Pay application 4 was paid today, 11/20/2026:
Work approved $42,000.00, less 10% retainage $4,200.00: $37,800.00.
Paid as $28,200.00 by ACH and a $9,600.00 joint check with Delta Sheet Metal Supply.
CO-02 ($3,500.00) is not approved yet. Bill it on the next application once it is signed.
Please return the attached unconditional waiver for $37,800.00 through 10/31/2026.
Accounts Payable · Summit Builders
Hi Ben,
Pay application 3 is approved for $28,080.00 ($31,200.00 less 10% retainage).
It is on hold for one item: the conditional waiver for October. The waiver we received on 11/12 is for September.
Send the October waiver and it goes in the next pay run, 11/27/2026.
Accounts Payable · Summit Builders
Mismatch, missing document, over the limit, money about to move. One window with the evidence, and the decision is yours.
This is the window your approver gets, on a desk or a phone. Approve, reject, edit, ask, or take control.
Required before payment · SC-2406-015 | ||
|---|---|---|
Certificate of insurance · general liability | Hartline Mutual · $2M aggregate · Summit named additional insured | Current to 06/30/2027 |
Certificate of insurance · workers' comp | Policy WC-88104 · renewal certificate not received yet | Expires 11/30/2026 |
Conditional waiver · this draw | Through 10/31/2026 · amount $40,950.00 · signed and notarized | On file |
Unconditional waiver · pay app 3 | Through 09/30/2026 · $54,000.00 paid 10/23 | On file |
Sub-tier waiver · Delta Sheet Metal Supply | Joint check agreement on file · supplier of ductwork | Missing |
State contractor license | HVAC · OH 48213 | Active to 03/31/2027 |
Invoice TC-30917 | Purchase order 2406-0412 | Delivery ticket Signed 11/09 · J. Alvarez | |
|---|---|---|---|
| Vendor | Tri-County Supply | Tri-County Supply | Tri-County Supply |
| Job | 2406 Maple Street | 2406 Maple Street | 2406 Maple Street |
| 3-5/8 in. 20 ga stud, 10 ft | 120 ea | 120 ea | 110 ea |
| 3-5/8 in. track, 10 ft | 30 ea | 30 ea | 30 ea |
| Unit price | $8.50 | $8.50 | - |
| Total | $1,275.00 | $1,275.00 | $1,190.00 received |
Kessler Rentals KR-5521: "19 ft scissor lift, weekly rate, 10/26/2026 to 11/08/2026, Job 2406" · $640.00
Not a prompt. Every step is a box you can read, change and re-test.
Blue boxes are the agent. Yellow boxes are you. Every box was run on your real systems before the agent went live.
Jump to any step. The side rail in the video shows where you are in the process.
Written once in plain English. Followed every time.
Never, on any run
| Today | With your agent | |
|---|---|---|
| Pay app to PM | 12 days | Same day |
| Job cost | Weeks behind | Current each day |
| Lien waivers | Chased after paying | Checked before paying |
| Your AP clerk | Keying pay apps | Working exceptions |
How many hours can you get back?Your volume, your times, your labor cost. Estimates, not results.
Invoices × (minutes today − minutes with the agent) ÷ 60 × hourly cost
These are example assumptions, not results. Example for a mid-size contractor: minutes cover reading, checking the subcontract, coding and routing. Use your own numbers.
No. The agent works in the software you already use, with the same screens, keyboard and mouse your team uses, under logins you give it. Nothing to replace and nothing to integrate.
You explain the job the way you'd train a new hire: talk or type, and hand over your SOP and a few real examples. Then it does a real one live while you watch and correct it. Your process is saved as a flowchart and a written procedure, and every run follows the version you approved.
No. It prepares the invoice and the pay run. A person releases every payment, retainage is only released by your team, and bank-detail changes always go through your call-back check.
Yes. It reads the G702 summary and each G703 line, checks the math, and compares scheduled value, previous billings and this period against the subcontract and approved change orders in your ERP.
Before an invoice goes on a pay run it checks that the waiver your process requires is on file and that the COI has not expired. If either is missing it holds the payment and asks the sub for it.
Any time. Add a step, change a rule, move an approval or drop one. Tell the agent what changed, review the new flowchart and save it as a new version.
Bring last month's pay apps.
no new system. no integrations. ↗
