QuickBooks Desktop AP Automation for Construction

AP automation for QuickBooks Desktop is software that receives vendor invoices, matches them to QuickBooks Desktop purchase orders and delivery records, codes them to the right job and QuickBooks items, routes them for approval, and posts them into QuickBooks Desktop without manual data entry. Field Materials provides AP automation and purchase orders for QuickBooks Desktop, handling the work before a transaction reaches your accounting system.

QuickBooks Desktop doesn't include AP automation, and it does not capture delivery records from the field or check invoice lines against received quantities. Field Materials adds that layer. Crews photograph packing slips on delivery, each invoice line is matched against both the QuickBooks Desktop purchase order and what actually arrived, and only verified, coded records post to QuickBooks Desktop.

Field Materials reads every line of the invoice, matches it to the QuickBooks Desktop purchase order, and applies the job, classes from that purchase order. Invoices with no PO are coded from the vendor's default or from past invoices, and a single invoice can be split across several cost codes or jobs. Project managers see committed and actual costs against the QuickBooks Desktop budget while the job is still running.

Yes -- Field Materials matches each invoice line against both the QuickBooks Desktop purchase order price and the quantity actually delivered. Field crews photograph packing slips in the mobile app, which creates the received-quantity record. Price and quantity discrepancies are flagged before the invoice posts to QuickBooks Desktop. This is a true three-way match, not a header-total check.

Yes. Field Materials supports connecting multiple companies within a single QuickBooks Desktop instance. You can assign users to specific QuickBooks Desktop companies, allowing each user to switch between the companies they have access to while working in Field Materials.

Yes. Field Materials controls who approves purchase orders and invoices before anything posts to QuickBooks Desktop, using role-based permissions and optional dollar thresholds.

‍Access control

• Assign roles to users (project manager, foreman, accountant, and so on)
• Assign users to projects to control access to specific jobs — accountants, admins and purchasers have access to all jobs
• Control what each role can do within a job: edit orders, upload delivery slips and receive orders, review invoices, see prices

Purchase orders

• Up to 3 role-based approvers (Owner, PM, Purchaser) before orders go to vendors and export to QuickBooks Desktop
• Optional order amount thresholds — for example, over $1,000 requires PM approval, over $10,000 requires owner approval

Invoices

• Role-based approvers (Owner, Accountant, PM) control who can approve invoices before they post to QuickBooks Desktop
• Optional invoice amount thresholds that notify the designated roles
• Optional maximum invoice amounts each role can approve

For both, approvers are notified by email, text and in-app, and Field Materials keeps an audit trail of who requested and who approved. Settings can be changed at any time.

• Custom PO names written into QuickBooks Desktop (e.g. "job number"-"PO number"-"notes")
• Custom PO numbering schemes
• Custom invoice descriptions (e.g. "job number"-"PO number"-"invoice number")
• Lump sum or detailed PO export -- orders stay itemized in Field Materials and can post to QuickBooks Desktop as a lump sum
• Custom sales tax treatment — tax can post as a separate line item against a specific cost code or GL account
• Custom default payment terms
• Whether invoices auto-export to QuickBooks Desktop on approval