Incoming Invoices
Track bills from your vendors and suppliers.
What Are Incoming Invoices?
Incoming invoices are bills you receive from:
- Material suppliers
- Subcontractors
- Equipment rentals
- Service providers
Track them to know what you owe and when.
Adding Invoices
Automatic (AI Extraction)
- Upload invoice document
- BuildVision extracts data automatically
- Review and confirm details
- Invoice created
See AI Data Extraction for details.
Manual Entry
Go to Finances
Navigate to Finances → Incoming Invoices.
Click Add Invoice
Click + Add Invoice.
Enter Details
| Field | Description |
|---|---|
| Vendor | Who sent the invoice |
| Invoice Number | Their invoice number |
| Invoice Date | Date on invoice |
| Due Date | Payment deadline |
| Amount | Total due |
| Project | Which project to charge |
Add Line Items (Optional)
Break down the invoice:
- Item descriptions
- Quantities
- Unit prices
Save
Invoice added to your tracking.
Invoice Statuses
| Status | Meaning |
|---|---|
| Draft | Not yet finalized |
| Pending | Awaiting payment |
| Paid | Payment complete |
| Overdue | Past due date |
| Disputed | Under discussion |
Recording Payments
Find the Invoice
Search or browse to locate it.
Click Record Payment
Click Record Payment or the checkmark icon.
Enter Payment Details
- Amount paid
- Payment date
- Payment method
- Reference number (check #, etc.)
Save
Invoice marked as paid.
Partial Payments
For invoices paid in installments:
- Record each payment separately
- Invoice shows remaining balance
- Marked "Paid" when balance is zero
Linking to Projects
Associate invoices with projects:
- Tracks project expenses
- Compares to budget
- Appears in project finances tab
Changing Project Assignment
- Open invoice
- Click Edit
- Select different project
- Save
Invoice Views
List View
Table showing all invoices:
- Sortable columns
- Quick filters
- Bulk actions
Calendar View
See due dates on calendar:
- Visualize payment schedule
- Plan cash flow
- Avoid surprises
Filtering Invoices
Find specific invoices:
| Filter | Options |
|---|---|
| Status | All, Pending, Paid, Overdue |
| Vendor | Select vendor |
| Project | Select project |
| Date Range | Custom period |
| Amount | Min/max |
Duplicate Detection
BuildVision warns about potential duplicates:
- Same vendor + invoice number
- Similar amounts + dates
- Review before adding
AI extraction checks for duplicates automatically when processing documents.
Reports
Vendor Spending
See what you've spent with each vendor:
- Total by vendor
- Trend over time
- Compare periods
Aging Report
Breakdown by how overdue:
- Current (not due)
- 1-30 days overdue
- 31-60 days overdue
- 60+ days overdue
Export
Download invoice data:
- CSV - For spreadsheets
- Excel - Formatted report
- PDF - Printable list
Send to accounting software.
Next Steps
- Issued Invoices - Invoice your clients
- Cash Flow - See money movement
- Budget Management - Track spending