AI-Powered Bill Extraction

Bills shouldn't take a week to become job costs

‍Every supplier invoice is a cost on a job. But between the PDF landing in someone's inbox and the number appearing in project reporting, there's a manual step that holds everything up - and the longer it takes, the less useful the number is when it arrives.

Turn bills into job costs in minutes

1

Upload your bill

Attach a bill and WorkflowMAX reads it in seconds. No template setup, no mapping rules to configure first.

2

Choose the level of detail you need

Select Consolidated mode to record the bill total as one cost line or Line Items mode to extract separate descriptions, quantities, unit costs and tax values.

3

Review the extracted details

WorkflowMAX extracts details such as the purchase order number, supplier, dates, invoice number, descriptions, quantities, tax and costs. Check the information and edit anything that needs attention.

4

‍Save it against the right job

The bill saves against the job and supplier with the original document attached, so anyone reviewing the job six months later can see what the cost was actually for.

Capture bills where they arrive

From your computer

‍Drag and drop a bill straight into the Create Bill form.

From your inbox

‍Send it to your Collaboration Manager email and it's there, no downloading and re-uploading the attachment.

From on- site

‍Photograph a receipt in the WorkflowMAX mobile app; AI extracts the details for you to review and save as a job cost.

Learn more about mobile receipt scanner ->

Connect supplier costs to the right work

Create a standalone bill or add a detailed bill from an existing purchase order.

Use Line Items mode when you need WorkflowMAX to match the bill to an active purchase order.

For example: a construction firm can link a subcontractor invoice to its purchase order, making the cost easier to trace against the project.

Stay in control of every cost

Review and edit every extracted field before the bill is submitted.

Select the correct supplier or purchase order when WorkflowMAX cannot find a confident match.

For example: check the supplier, dates, tax and job allocation against the original invoice before the cost affects project reporting.

Built for firms that manage project-based work

Architects, engineers and designers

Capture consultant and supplier costs sooner, so project budgets reflect the work being delivered.

Creative agencies and business consultants

Reduce finance admin while keeping contractor, software and project expenses connected to client work.

Building and construction firms

Turn detailed materials and subcontractor invoices into clear job costs without entering every line manually.

100,000+

Users worldwide trust WorkflowMAX to track and manage their jobs.

WorkflowMAX is essential for our business. It's intuitive, easy to use, and makes us much more efficient in charging projects correctly.

Andrew S.

Episode Two

50% Less Admin Time

Spend less time on admin work, more on valuable client work.

We moved back and the team actually loves using it—billing is faster and we can see margins live.

Darlene Robertson

Principal, Surveying & Engineering Firm

100,000+

Users worldwide trust WorkflowMAX to track and manage their jobs.

It’s the same soul with better bones—job costing, timesheets, and invoicing finally work as one.

Floyd Miles

Implementation Partner

Built for Professional Services

Purpose-built for accountants, architects, engineers, and consultants – not retrofitted from generic project management software.

WorkflowMAX has made a huge difference to how we run our projects. A great system backed by great support. Highly recommended.

Rob P.

MAF Associates

Any questions?

What is AI Bill Extraction?

AI Bill Extraction is a WorkflowMAX feature that reads a supplier bill and prepares key information in the Create Bill form. It can identify supplier details, dates, reference numbers and costs. Your team reviews the information, makes any necessary changes and manually confirms the bill before it is saved.

Can WorkflowMAX extract a bill from an email?

Organisations with full Collaboration Manager access and the bills inbox enabled can start extraction from an email. Choose a supported attachment, or select the email itself when the bill details appear in the message. The extracted information is then prepared in the same Create Bill form for review.

Which bill file types can I upload?

WorkflowMAX accepts PDF, JPG, JPEG, PNG and HEIC files for manual uploads. Files can be up to 5 MB, with file names of up to 200 characters. Clear and readable documents produce the best results, but users should always check the extracted information against the original supplier bill.

How does AI Bill Extraction help with job management?

AI Bill Extraction reduces the time spent copying information from supplier invoices into your job management software. Processing bills sooner helps project managers see a more current picture of project costs, budgets and profitability, while finance staff retain control over the information saved against each job.

Does AI Bill Extraction use AI Credits?

Yes. Each time AI Bill Extraction processes a supplier document, it uses AI Credits from your organisation’s available balance. Manual bill entry and the core WorkflowMAX job management platform continue to work normally. Plan inclusions and available credits may vary.

Additional features

FEATURES

Estimating and quoting

Xero and QuickBooks integration

Customisation

Time tracking

Document management

Reporting and dashboard

Invoicing

Lead manager

Job management

INDUSTRIES

Architects

Engineers and designers

Building and construction

Business consultants

Creative agencies

INTEGRATIONS

Xero

Airwallex

Suitefiles

QuickBooks

Google Drive

Box

Hubspot

Dropbox

EzzyBills

Resources

Visit the blog

Watch a webinar

Implementation options - coming soon

Find a partner

WorkflowMAX academy

Visit the help centre

Contact sales

Contact support

FAQs

AI-POWERED BILL EXTRACTION

Automate data entry for bills

Bills shouldn't take a week to become job costs

‍Every supplier invoice is a cost on a job. But between the PDF landing in someone's inbox and the number appearing in project reporting, there's a manual step that holds everything up - and the longer it takes, the less useful the number is when it arrives.

Turn bills into job costs in minutes

1

Upload your bill

Attach a bill and WorkflowMAX reads it in seconds. No template setup, no mapping rules to configure first.

2

Choose the level of detail you need

Select Consolidated mode to record the bill total as one cost line or Line Items mode to extract separate descriptions, quantities, unit costs and tax values.

3

Review the extracted details

WorkflowMAX extracts details such as the purchase order number, supplier, dates, invoice number, descriptions, quantities, tax and costs. Check the information and edit anything that needs attention.

4

‍Save it against the right job

The bill saves against the job and supplier with the original document attached, so anyone reviewing the job six months later can see what the cost was actually for.

Capture bills where they arrive

From your computer

‍Drag and drop a bill straight into the Create Bill form.

From your inbox

‍Send it to your Collaboration Manager email and it's there, no downloading and re-uploading the attachment.

From on- site

‍Photograph a receipt in the WorkflowMAX mobile app; AI extracts the details for you to review and save as a job cost.

Connect supplier costs to the right work

Create a standalone bill or add a detailed bill from an existing purchase order.

Use Line Items mode when you need WorkflowMAX to match the bill to an active purchase order.

For example: a construction firm can link a subcontractor invoice to its purchase order, making the cost easier to trace against the project.

Stay in control of every cost

Review and edit every extracted field before the bill is submitted.

Select the correct supplier or purchase order when WorkflowMAX cannot find a confident match.

For example: check the supplier, dates, tax and job allocation against the original invoice before the cost affects project reporting.

Built for firms that manage project-based work

Architects, engineers and designers

Capture consultant and supplier costs sooner, so project budgets reflect the work being delivered.

Creative agencies and business consultants

Reduce finance admin while keeping contractor, software and project expenses connected to client work.

Building and construction firms

Turn detailed materials and subcontractor invoices into clear job costs without entering every line manually.

Less bill entry, clearer project costs

AI Bill Extraction helps your team process bills sooner, reducing repetitive admin and giving project managers a clearer view of costs across active jobs.

Start a free trial for 14 days‍

100,000+

50% Less Admin Time

Start a free trial for 14 days
‍

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