Preparing construction payment packages

Each billing cycle, the finance team rebuilt continuation sheets and subcontractor waivers from invoices, spreadsheets, and scans. Copying figures between sources and forms left an operator to assemble and reconcile the package by hand.

The package combines pay applications, subcontractor schedules, invoices, and waiver documents that arrive in different formats. Amounts must reconcile precisely, and the operator works in familiar Word and Excel files under a billing deadline.

The workflow separates document interpretation from calculation. AI reads and routes source inputs, while deterministic code applies the business rules and assembles the company’s templates. An operator reviews the finished package and resolves flagged items before signing.

1. 1

   Read and organize inputs

   Extract document details and route each item to the appropriate part of the billing package.

2. 2

   Apply editable rules

   Keep subcontractor and scope rules in spreadsheet configuration so an operator can update them without changing code.

3. 3

   Assemble for review

   Populate the company’s templates and present exceptions for the finance operator to resolve before signing.

The operator receives an assembled package for review, with calculation rules kept editable and amounts produced by code. The workflow prepares the paperwork; a person still resolves exceptions, approves the package, and signs it.

The workflow was exercised on a second project, which exposed differences in spreadsheet columns, subcontractor naming, and repeated form-field labels; those cases became reusable rules. The operator remains responsible for reviewing exceptions and approving each package.