A photo from the field, a person at a keyboard, an invoice a week later
A foreman snaps a photo of a trucking ticket or a material delivery slip and texts it to the office. Someone in AP or project accounting keys it into the ERP: vendor, quantity, job, phase, cost code. Then someone else matches it to the vendor invoice when it arrives, and a PM gets asked to approve something they don't remember. If the job is time and materials, the same ticket has to show up again as backup on the customer invoice or pay app.
Every handoff is manual, and every manual step is a chance for a wrong cost code, a missed charge or a pay app that goes out late.
- Field tickets and delivery slips keyed by hand
- Vendor invoices matched to POs and receipts one at a time
- Cost codes applied inconsistently, so job cost reports can't be trusted mid-job
- Month-end questions answered by running reports and exporting to Excel
Back-office tools that feed your ERP
AP capture
Reads vendor invoices and field tickets from email or photos, pulls vendor, date, quantities, amounts, job and cost code, and stages the entry in your ERP for a person to approve. Nothing posts without sign-off.
Ticket-to-invoice flow
One field ticket becomes the cost entry and the billing backup. T&M tickets flow to the customer invoice or pay app without being typed twice.
Job cost coding assistance
Suggests job, phase and cost code from the document and your history, and flags entries that don't match the budget or the PO so they get fixed before month-end.
Plain-English ERP answers
"What's our committed cost on the Riverside job?" "Which subs haven't sent lien waivers this month?" Answers from Vista, NetSuite or Procore with the source record attached.
Built on your ERP, with your ERP team
Step 1: Walk the paper trail
We follow a ticket and an invoice from the field to the posted entry and the pay app. We note every touch, every re-key and every place things stall.
Step 2: Meet your ERP consultant
If you have a Vista, NetSuite or Procore partner, we bring them in early. They own your ERP configuration. We build the AI layer that feeds it and agree on who touches what.
Step 3: Build with approval gates
We build capture and coding tools that stage entries for review. People approve. The ERP stays the system of record, and every AI-staged entry is logged.
Step 4: Operate and tune
We monitor extraction accuracy, tune on your corrections and add document types, like lien waivers, certificates of insurance or subcontractor pay apps, as you're ready.
Works with your accounting stack
- Trimble Viewpoint Vista
- NetSuite
- Procore
- QuickBooks
- ADP
- Microsoft 365 (Outlook, Excel, SharePoint)
- Google Workspace
A scoped Vista connection for a regional contractor
We built an MCP server connecting Claude to Trimble Viewpoint Vista for a regional contractor. Before connecting anything, we scoped what the AI could and couldn't read. That same pattern, a controlled connection to the ERP with people approving what goes back in, is the base for AP capture and job cost tools.
We've also built an ERP-agnostic ledger layer in a prototype for an erosion-control contractor, where one field capture produces both the compliance record and the billing record.
- Vista MCP server with least-privilege access
- ERP-agnostic ledger layer, prototype stage
Common questions
We already have an ERP consultant. Why would we need you?
Your consultant configures and supports the ERP. We build the AI tools that sit on top of it and feed it cleaner data. We coordinate with them so nothing gets configured twice or broken.
Will AI post entries to our books on its own?
Not unless you decide that's appropriate for a specific, low-risk step. By default, AI stages entries and a person approves them. Every staged entry is logged.
We're thinking about switching ERPs. Should we wait?
Not necessarily. We design the capture and coding layer so it can point at a new ERP later. Tell us about the switch in discovery and we'll plan for it.