A subcontractor's completion certificate from Buildxact and an invoice are signed off when the project manager remembers the contract and the CostX estimate. AI reads the certificate, compares quantities, rates, parts already paid and retention with the contract and the Procore budget, and flags discrepancies, while a person approves before import into SAP Business One.
Built for ISO 27001NIS2 DORA
At the end of the month, the general contractor receives a pile of subcontractor completion certificates with invoices, usually PDFs from Buildxact or Excel. The project manager has to check that the quantities in the certificate match the work actually done and the CostX estimate limits, that the rates are those in the contract, that no work is included that was already paid under an earlier certificate, that the retention required by the contract has been applied, and that the invoice total matches the certificate. The manager does this from memory and in Excel, often in a hurry because the subcontractor is waiting for payment, and then the accountant keys the invoice into SAP Business One. Errors come to light months later, when the cumulative value of the certificates exceeds the contract or the retention was never applied.
The solution accepts certificates and invoices from email or SharePoint, reads them down to the line level and compares them with the contract, the CostX estimate and the Procore project budget, if you use it: for every line it checks the rate, the cumulative quantity including earlier certificates, the estimate limit, the retention percentage and whether the invoice matches the certificate. Discrepancies are presented to the project manager in a list with the certificate line, the contract clause and the difference, and the manager marks whether to accept the explanation or return the certificate to the subcontractor for correction. Clean documents are prepared for import into SAP Business One or NetSuite with the project and cost code assigned, and the accountant approves the batch, and only then does the entry appear in the books and the costs are updated in Procore. For document recognition we use Azure AI Document Intelligence in an EU region or AI Builder in your Microsoft 365 tenant, we build the flows with Power Automate, and we integrate with Buildxact, Procore and SAP Business One or NetSuite through the API, file export or an email flow, depending on the version. Documents stay in SharePoint and the accounting system and are not used for model training.
Four steps from input to a record in your system, with human approval wherever there is risk.
The subcontractor sends a certificate from Buildxact or Excel and an invoice by email, or uploads them to SharePoint. The documents are read down to the line level (item, quantity, unit, rate, amount) and linked to the project and the subcontractor's contract by company details and contract number.
Every certificate line is compared with the contract rates, the CostX estimate limits, the Procore budget and the cumulative quantities of earlier certificates. The retention percentage, the advance payment offset and whether the invoice total matches the certificate are checked. Every difference gets a link to a contract clause or an earlier certificate.
The project manager sees the list of discrepancies and marks which are acceptable and which to return to the subcontractor. Clean certificates are prepared for import into SAP Business One or NetSuite with the project and cost code, and the accountant reviews and approves the batch. Only then does the entry appear in the books and the costs are updated in Procore.
Items that are not in the contract or the CostX estimate are flagged as extra work and need a decision from the project manager with a reference to the agreement. You upload contract amendments to the SharePoint file, and the matching runs against the new version. We monitor the corrections and refine recognition for new Buildxact or Excel certificate templates.
Recognition of subcontractor certificates from Buildxact, Excel or scanned PDFs, and of invoices, down to line level, linked to the project and the contract.
An organised structure of contracts, rates, CostX estimate limits and retention in SharePoint or Procore, against which every certificate is compared, with tracking of amendment versions.
A list with the certificate line, the contract clause, the estimate limit, the difference and the option to mark a decision, which is recorded in a log.
Batch approval by the accountant and import into SAP Business One or NetSuite through an import file or the API, cost updates in Procore, monitoring of the first months and refinement of the rules.
Document recognition + Power Automate + Buildxact certificates + CostX estimate and Procore budget for matching + SAP Business One or NetSuite import. We choose the integration method with each system after checking your versions. Read more about this service and its limits on the service page.
No. It flags a discrepancy and shows what it does not match, whether the contract, the CostX estimate or an earlier certificate, while the decision to accept, negotiate or return it for correction is made by the project manager. An entry reaches SAP Business One or NetSuite only after the accountant approves it, so neither a payment nor a cost entry happens without a person.
Yes. We usually take Buildxact certificates as a PDF or Excel export, the Procore budget and costs through the API or an export, and we import into SAP Business One or NetSuite through an import file or the API, depending on the version. We choose the integration method after a check at the start of implementation. If your ERP runs on our ERP hosting, the integration is simpler.
Yes, the same logic works in reverse: your certificate, prepared in Buildxact or CostX, is checked against the construction contract and the estimate before it is sent to the client, so the client does not return it because of a rate or cumulative quantity error. This is often the second stage after subcontractor certificates.
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