apa tool - test

How do invoices get into the tool?

Agave generates a dedicated forwarding address; you set a rule on your existing AP inbox to copy everything to it. Direct upload also works for snail mail. Both land in the same inbox view.

Do vendors have to change where they send invoices?

No. Nothing changes for vendors — you keep the original in your own inbox and Agave receives a copy.

Can we forward from more than one inbox?

Yes. One target address, any number of source inboxes.

What if one PDF contains several invoices?

By default, the APA tool will auto-split the invoice. If you'd rather keep large pay apps together with their backup, we can configure an account setting for "single invoice, no split.”

What about attachments that aren't invoices?

Vendor logos, signature images, etc. get excluded before processing. Anything else Agave isn't confident about goes to an Archive tab so you keep full auditability. Supporting docs (waivers, SOVs, COIs) stay attached to the parent invoice as Related Files.

Can it combine an invoice + SOV + waiver into one record?

It'll keep invoice + SOV + waiver associated automatically, but merging into a single invoice record is a manual action.

Invoices that arrive as a link instead of a PDF?

We can support invoices that arrive as a link. The preview shows "link," you click through and it downloads for processing.

What file formats do you take?

The APA tool can take PDF, Word, images.

How long does processing an invoice take?

Processing an invoice typically takes a minute or two. =

What stops a fraudulent invoice getting through?

The APA tool cannot auto populate fields for a fraudulent invoice because there’d be no vendor/project match. That in itself is a flag. Also, every invoice passes human eyes at least once in the approval chain so there’s that added layer of protection.

How does it figure out the job?

The APA tool can figure out the job from an invoice based on the job number, PO number, job site address, short job name, plus ~10–15 other construction-specific heuristics. Additionally, it is taking all that info from the invoice and then matching against live ERP data. It is also learning from your coding history per vendor.

What is the difference between a Committed vs non-committed invoice?

Committed pulls the contract's SOV and change order lines and distributes the invoice across them. Non-committed matches against the project budget and prior coding history for that vendor.

Does it break out tax and freight?

Tax and freight is settings-controlled. If your POs don't include tax/freight, you can force those lines on and give them default coding.

One line or many?

"Combine line items into one" is on by default for non-committed, since most customers code to a single code. Turn it off and it codes each line individually. Deleting an extra line rolls the amount back into the top line.

Can we restrict PMs to budgeted cost codes only?

Yes — filter to project-budgeted codes.

Overhead / non-project invoices?

Cost code and cost type aren't required when no project is selected. Code straight to a GL account, searchable by number or name.

AIA pay apps and retainage?

A separate model is trained on AIA format. It extracts retainage and the current-period worksheet amounts. Retention isn't cost-coded — it goes to the ERP's retention-withheld GL.

What happens if a sub overbills?

You will receive a flag in the tool with the overage amount before it syncs, based on prior posted invoices against the commitment. It's a warning, not a blocker — you can still push it through.

Duplicate detection?

Checks both within Agave and against what's already posted in the ERP.

How accurate is the coding?

~95%

Delivery tickets?

Auto-matching to invoices was added recently.

Can invoices skip AP and go straight to the PM for review?

Yes — "submit for review upon processing."

How is the reviewer chosen?

Looked up from the PM assigned to the project in the ERP. Alternatively, from Procore project roles (first reviewer / second reviewer), which is newer.

Does an invoice go through more than one approver, and does that change based on dollar amount — for example PM only under $5k, but controller or CFO above that?

Yes. You can send an invoice through more than one approver in order, and route by amount — for example PM only under $5k, controller above that.

What does a reviewer see?

Only invoices assigned to them — no draft queue, no other people's work, unless you specifically give them permissions.

Can we hide fields from reviewers?

Field-level permissions: viewable, editable, required, per field. You can also rename labels to match your ERP's vocabulary (e.g. cost type → cost class for Foundation).

Is there a way to remind people to review invoices?

Yes. We can send automated nvoice review notifications per invoice, or send an automated daily digest listing only that person's outstanding invoices sorted oldest-first with links. Plus we also have an aging-by-reviewer dashboard so you know who to chase.

What are tags for?

Tags are labels you create for invoices (for example “over $20k” or “on hold pending waiver”). You can apply them by hand, or turn on auto-tagging with a short prompt so APA applies them when the invoice is processed. Use them in saved views and approval routing.

When does it hit the ERP?

An invoice is pushed to the ERP once it has been pushed over from the Approval bucket. This can be done manually or automatically on a set schedule.

When APA syncs an invoice to the ERP, will it post automatically, or land unposted so AP can review it in the ERP first?

On most ERPs we can write invoices on hold (AP reviews in the ERP) or posted/open. Foundation is the exception; they land unposted in Foundation.

Does attachements also sync to the ERP with the invoice?

Yes, attachment syncs into the ERP. Optionally the activity/audit log page too. Can be toggled off, but it's on by default ~99% of the time.

Does it write back to Procore / Autodesk?

Not directly — AP Automation syncs to the ERP; ERP Sync carries it onward to Procore or ACC as job costs, or as commitment invoices (which requires Procore Invoicing to be licensed).

We have the "everything lands as direct cost" problem in Procore — does this fix it?

Two paths: sync commitment invoices back as Procore invoices, or reconfigure the Procore budget view to filter subcontractor direct costs into their own column. The second works without buying Procore's Invoicing module — relevant to HMS, who deliberately didn't buy it.

Can we pay bills from Agave?

No, and no near-term plans. Payment initiation stays in the ERP or bank. Payment-status write-back from the ERP into the invoice view is actively being built.

Does it manage lien waivers and compliance document checklists on sub pay apps?

No. That's Procore Invoicing's job.

Agave AP vs Procore Invoicing — how do we choose?

The recurring fork. Procore Invoicing gives you Procore Pay's ACH and lien waiver handling but forces a one-way sync (no payment status back in Procore). Agave AP gives the full round trip but no subcontractor billing portal. A bidirectional hybrid — savvy subs on Procore Invoicing, everyone else on Agave AP — was quoted as launching end of August.

Is there a mobile app for AP approvals?

Tablet is fine. Phone is workable if you trim the reviewer's field set.

Can we add non-PO costs (freight, tax) to an invoice converting from a PO?

Blocked in Sage Intacct — an Intacct limitation, flagged as a critical issue at Brightcore.

Multi-entity — one inbox across companies?

Not yet. On the roadmap; raised by UCS with 8+ Vista entities.

Can settings be per-job rather than account-wide?

Job-level and vendor-level settings exist (e.g. exclude a job, don't auto-split a specific vendor). Not every setting is available at that granularity, but the team adds them when multiple customers ask.

How do we Export?

Filter by project, posting date, etc.; choose whether to include invoice documents and approval logs; structure as folder-per-project, folder-per-invoice, or a single merged PDF per project (popular for billing collateral). Custom file naming. Delivered as a zip via emailed link.