Subcontractor Invoice & Cost Reconciliation

The problem this kills

Your subcontractors send invoices. Someone on your team has to check each one against the work order you actually dispatched: Was that the agreed rate? Did they bill for more hours or units than the job called for? Did they attach the completion photo or signed ticket you require before you pay? And did this invoice number already come through last week under a slightly different file name?

Today that check happens in someone's head, across three browser tabs and a rate-card spreadsheet, usually under deadline. Overbilling slips through. Duplicate invoices get paid twice. Jobs with no proof of completion get paid anyway. And when finance asks "why did we approve this amount?" three months later, nobody can reconstruct the decision.

This tool turns that messy reconciliation into a calm, auditable queue: every invoice lined up next to its work order, every discrepancy flagged in red, a manager approving the exact pay amount, and a clean export AP can trust.

What you'll build

A private web app for your team that:

• Imports your dispatched sub work orders (with the agreed rate per sub) and your subcontractor invoices from a sheet or CSV.
• Matches each invoice to its work order automatically.
• Flags discrepancies: rate higher than the agreed rate card, quantity or hours over what was dispatched, and missing completion proof.
• Puts every flagged invoice in front of a manager who approves the real amount to pay before anything moves.
• Blocks duplicate invoices so the same invoice number can never be processed twice.
• Exports an approved-to-pay CSV in the exact columns your AP system expects.

What's inside the Implementation Plan

A step-by-step runbook you paste into Claude Code (an AI coding assistant). It does the building; you answer questions and click approve.

The plan opens by interviewing you about your business - how you dispatch subs today, what your rate cards look like, how your invoices are named and numbered, what proof you require before paying, your typical and peak invoice volumes, and your messiest edge cases. It reads back a short tailored spec, you confirm it, and only then does it build. You get a tool shaped to your subs and your rate rules, not a generic template.

Inside: the discovery interview, the data model tuned to your fields, the matching and flagging logic, the manager approval screen, the audit trail, the duplicate guard, and the CSV export - each step ending in a ready-to-paste prompt.

The governance it includes (this is the point)

• Login so only your team can open the tool.
• Row-level security so each organization only ever sees its own work orders and invoices.
• A complete audit trail: who matched, who flagged, who approved, what amount, and when.
• A hard human-in-the-loop approval gate: the tool drafts the recommended pay amount, but nothing reaches the approved-to-pay export until a manager reviews the flags and approves.
• Duplicate guards so the same subcontractor invoice number can't be reconciled or paid twice.

Who it's for

AP coordinators, project managers, and service managers who pay subcontractors against dispatched work - especially anyone reconciling invoices in spreadsheets today and tired of catching overbilling by luck.

You've got this - paste the first prompt and let the agent interview you.