Budget & Invoice Management

Budget & Invoice Management

ProAI Builder provides complete financial management for construction projects, from initial budgets through final invoicing.

Setting Up Budgets

Every project starts with a budget. Navigate to the Budget tab on any project to set up line items:

• Cost Codes — Standardized codes for each category of work (e.g., 03 for concrete, 06 for wood/plastics, 09 for finishes)
• Line Items — Individual budget entries with descriptions, estimated costs, and allowances
• Allowances — Client allowances for selections like fixtures, finishes, or appliances
• Contingency — Set aside a percentage for unexpected costs (typically 5-15%)

As work progresses, log actual costs against each line item. The budget dashboard shows real-time tracking of estimated versus actual spending, with visual indicators when you are approaching or exceeding limits.

Change Orders

When scope changes occur, create a Change Order from the budget tab. Each change order includes:

• Description of the change
• Cost impact (addition or credit)
• Client approval status
• Related budget line items affected

Change orders maintain a clear audit trail so there are never questions about what was agreed to and when.

Invoice Generation

Generate professional invoices directly from your budget line items:

1. Navigate to Invoices on the project
2. Click New Invoice
3. Select the budget items to bill for
4. Apply markups or adjustments as needed
5. Review the formatted invoice
6. Send to the client or export as PDF

Invoices automatically track payment status: sent, viewed, paid, or overdue. You always know where your money stands.

Document Intelligence

One of the most powerful features is AI-powered document intelligence. When you receive a receipt, supplier invoice, or purchase order:

1. Upload or photograph the document
2. The AI extracts key data: vendor name, amounts, dates, line items, tax
3. Review the extracted data and approve
4. The expense is automatically matched to the correct budget line item

This eliminates manual data entry for expense tracking. Just scan it and the AI handles the rest.

QuickBooks Sync

ProAI Builder supports QuickBooks synchronization for clients, suppliers, and expenses. Once connected, financial data flows between systems automatically. This means your bookkeeper or accountant always has current data without manual exports.

PDF Export

All invoices, budgets, and financial reports can be exported as professional PDF documents for client presentations, bank draws, or record keeping.