01
A project email address
Each project gets its own address. Vendors and your own team copy invoices to it, and the attachments are filed to that project.
To: invoices-tower-b@…
Invoice management for construction owners, developers and owner's reps
Catch overbilling before it gets approved.
Structo checks every pay application and vendor invoice against the contract, change orders, rate sheets, prior pay apps and backup. It flags duplicate bills, missing lien waivers and unapproved changes, cites the page for each one, and carries the bill from your inbox through your approvals to accounts payable.
AIA G703 · Continuation sheet
Application No. 08 · Period ending Sep 30
p. 3 of 41
ItemDescriptionThis period% complete
03 30 00Cast-in-place concrete86,400.0072%
05 12 00Structural steel141,920.0064%
09 29 00Gypsum board assemblies42,180.0068%
22 00 00Plumbing, sub pay app #658,315.0041%
01 52 00Temporary facilities, T&M labor18,744.00T&M
Retainage, 5% of work completed(17,377.95)
1
The same drywall delivery is billed in App 07 and App 08. $8,640.00 billed twice.Pay app #07, p. 12
2
Foreman billed at 142.00/hr. The labor rate sheet allows 128.50/hr.Contract Exhibit J, p. 84
3
Conditional waiver for this period is missing for the plumbing subcontractor.Lien waiver index, p. 39
Invoices arrive the way they already do.
Keep your current habits. Structo picks up each bill where it lands and files it to the right project, vendor and commitment.
02
A watched Box folder
Point Structo at the folder your team already saves bills to. New files are picked up when they appear.
/Tower B/Pay Apps/2026-09/
03
Vendor logins
Vendors sign in to upload their own bills and revisions, read the findings on them, and see where each bill stands.
Revision 2 uploaded · history kept
Pay applications
AIA G702 and G703, the sub pay apps underneath, and the backup package that comes with them.
Vendor invoices
Suppliers, consultants, testing, equipment. Single bills or packages with attachments.
Every line checked before anyone signs.
Each invoice is read line by line and compared with the documents that authorize it. Your reviewers see what passed, what did not, and the page that shows why.
01
Contract
Scope, scheduled values, markups, allowances, billing terms
02
Purchase orders
Billed to date against what each PO authorized
03
Change orders
Executed, pending or missing behind every added dollar
04
Labor rate sheets
Each classification and hour against the agreed rate
05
Prior applications
Previous billing carried forward without changes
06
Retainage
Held and released at the rate the contract sets
07
Lien waivers
Conditional for this period, unconditional for prior periods
08
Backup
Timesheets, receipts and sub invoices behind each line
Arithmetic ties top to bottom
G702Current payment due
G703Schedule of values
SubPlumbing sub pay app
BackupTimesheets, receipts, sub invoices
One click to the source page
Invoicep. 14
Foreman142.00 /hr
Contract, Exhibit Jp. 84
Foreman128.50 /hr
From the vendor's inbox to accounts payable.
Findings go back to the vendor, revisions come back in, your approvers sign in order, and AP gets a complete package.
01
Your systems
- Project email
- Box folder
- Vendor uploads
02
Verification
- Contract, POs, COs
- Rates and retainage
- Waivers and backup
03
Vendor
- Reads the findings
- Uploads a revision, which is checked again
- Old copy kept in history
04
Approval layers
- L1 Project manager
- L2 Cost manager
- L3 Above a set amount
05
Accounts payable
- Email drafted
- Invoice and backup attached
- Paid status tracked
General notes
- Revisions replace, history stays. When a vendor uploads a corrected bill, it becomes the current copy and every earlier version stays on record.
- Approval layers per project. Set who signs and in what order. Add layers that apply only above a dollar amount you choose.
- The AP email is ready when approval is. Structo drafts it with the approved invoice and its backup attached.
- Due dates from the documents. Read from the invoice, or from the payment terms in the PO or contract.
- Paid status on every bill. Mark it once and it shows on the vendor, the project and the monthly view.
- Reviewers decide. Each finding can be accepted, sent to the vendor, or closed with a note, and the record shows who did what.
Every bill this month, and where it stands.
One view of each vendor's bills for the month, plus a cost report by vendor and commitment and reports you can hand to your client.
October, sample project
VendorBillStatusDue
General contractorPay app 08Approval L2 of 3Oct 25
Electrical subPay app 08Findings sentOct 25
Testing and inspectionINV-2214Revision receivedOct 30
ArchitectINV-0917Sent to APOct 15
Equipment rentalINV-58810PaidOct 10
Cost report by vendor and commitment
Contract value, approved changes, billed to date and remaining, for each commitment.
Reports a client can be handed
The findings on each pay app, written plainly, with the source page for every one.
GMP, T&M and lump sum
Checks follow the contract type: cost backup and rates on cost-plus work, scheduled values and progress on lump sum.
Get started
Send us one of your pay apps.
We will run it through Structo with your contract and walk you through every finding, page by page.
Request a demoOr leave your work email