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Use cases/Construction and industrial/AI billing and receivables

AI billing and accounts receivable

The invoice is where the money either arrives or goes missing. Work gets done, someone retypes it a week later, the variation was never approved and the claim goes out short. We build the step between the work and the invoice.

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Supports
Billing clerk
Reads
Contract rates, Delivery records, Timesheets, Remittances
Runs on
Your servers, on premises
Connects to
Xero, MYOB, Payapps, Chaser
Decides
A person, every time

Architecture

Everything runs on your servers

AI billing means a draft invoice or progress claim built from what was actually delivered, produced or worked, priced at the rates the customer agreed, and checked against the contract before a person sends it.

  1. SourcesContract rates / Delivery records / Timesheets / Remittances
  2. Your serversRead what was delivered → Apply contract rates → Draft the invoice
  3. ReviewBilling clerk
  4. OutputInvoices from what was delivered / The rates the customer agreed / Progress claims checked against the contract / What is owed, chased

It takes four jobs off the billing clerk

  1. 01

    Invoices from what was delivered

    Job sheets, time, materials, dockets, dispatch records and production output turned into a draft invoice, with the gap against what was quoted made visible first.

  2. 02

    The rates the customer agreed

    Contract rates, tiers and negotiated prices applied from your own system at invoice time, rather than retyped from the quote or a spreadsheet.

  3. 03

    Progress claims checked against the contract

    A draft claim matched against the contract and the approved variation register, flagging anything not yet approved before a person serves it.

  4. 04

    What is owed, chased

    Overdue invoices and unpaid claims followed up on a schedule in your own words, with a person approving every message before it goes.

It goes live in five steps

  1. Step 01

    Find where the invoice is assembled today

    Usually across two systems, a spreadsheet and one person who remembers the rest. We sit with whoever does it.

  2. Step 02

    Connect the delivery record to the billing record

    Job sheets, dockets, time and dispatch data matched to the customer, the job and the agreed rate.

  3. Step 03

    Draft against the contract

    For construction the claim is checked against the contract and the approved variation register. Anything unapproved is flagged rather than claimed quietly.

  4. Step 04

    A person reviews and sends

    Nothing is served, certified or escalated by the system. Serving a payment claim is a legal act and it stays with a person.

  5. Step 05

    Turn on follow up

    Overdue invoices and unpaid claims chased at the right interval, in your words, each message approved before it goes.

Software or a custom build

If your billing is simple and lives in one system, turn on what you have. Xero and MYOB both chase overdue invoices, Payapps handles construction progress claims and Chaser handles debtor follow up. A build earns its cost when the invoice has to be assembled from field data across more than one system, or when variation and contract matching is specific to how you contract.

Xero / MYOB / Payapps / Chaser / simPRO / Procore / Jobpac / NetSuite

In practice

Security of payment deadlines are not national. New South Wales requires a payment schedule within 10 business days of a payment claim. Queensland caps payment at 15 business days for commercial building contracts and 25 business days for subcontracts. Victoria overhauled its regime on 15 April 2026 and introduced a statutory cap of 20 business days. Check your own state and your own contract before relying on any number, including these.

Late payment is the norm rather than the exception. Large businesses reporting under the Payment Times Reporting Scheme took up to 64 days to pay 95 percent of their small business invoices in one recent reporting cycle.

For a meat distribution business the same product database that prices an order also prices the invoice, which is what stops the two disagreeing.

The supplier side of this is AI payables. Pricing the work before it starts is AI quoting.

Case studies

All case studies →
01Turning a meat distributor's text and WhatsApp orders into sales orders and quotesWholesale

Questions

What is AI billing and accounts receivable?

It means a draft invoice or progress claim built from what was actually delivered, produced or worked, priced at the rates the customer agreed, and checked against the contract. A person reviews and sends it. Overdue invoices are then chased on a schedule.

Can it serve a progress claim for us?

No. Serving a payment claim under security of payment legislation is a legal act with statutory consequences, and it stays with a person in every state. What we build drafts the claim and checks it against the contract and the approved variations first.

How do security of payment deadlines differ by state?

Materially. New South Wales allows 10 business days to serve a payment schedule. Queensland caps payment at 15 business days for commercial building contracts and 25 for subcontracts. Victoria reformed its regime in April 2026. Check your own state rather than relying on a national figure.

Does this replace Xero or MYOB?

No. Your accounting system stays the system of record and the drafts appear inside it. What we remove is the assembling that happens before the invoice exists, which is usually spread across a job system, a spreadsheet and somebody memory.

Industries where this comes up

Construction / Trades / Wholesale / Logistics / Manufacturing

More construction and industrial use cases

Estimating / Quoting / Procurement / Ordering / Tendering / Payables / Document search

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