Collect paperwork from the field and vendor inboxes.
Supplier invoices, subcontractor PDFs, receipts, and forwarded documents can enter through familiar intake paths and land in one queue.
For contractors
One invoice workflow for the contractor, the office, and the bookkeeper.
APStack collects supplier invoices and field receipts from email or upload, keeps exceptions visible, and moves approved bill data to QuickBooks.
Email and upload intakeField receiptsOffice and bookkeeper reviewQuickBooks handoff
invoice processing for contractors
Invoice review
1
Collect
2
Read
3
Check
4
Approve
5
Post
Review checklist
Original documentEmail or upload sourceVendor historyPossible duplicateReceipt or statement matchProposed accountApproval noteQuickBooks result
Vendor bill from inboxOpen the source while you check the entryNeeds review
Receipt matchedOpen the source while you check the entryAttached
Statement overlap checkedOpen the source while you check the entryClear
Approved QuickBooks recordOpen the source while you check the entryReady
Vendor history
See how this vendor was coded, approved, and matched before—then confirm the current bill on its own facts.
How it works
One handoff from field paperwork to bookkeeping review.
The contractor route is about getting documents from the field and vendor inboxes into a queue the office and bookkeeper can finish together.
Give the office one clear exception queue.
Missing fields, possible duplicates, unclear vendors, and low-confidence details stay visible so the office focuses on the documents that need a decision.
Hand approved work to bookkeeping without changing systems.
The team reviews the prepared record, then approved bill data moves to QuickBooks instead of being retyped from field paperwork.
Before you buy
Contractor AP works when the field-to-office handoff is obvious.
The useful outcome is one queue where owners, office staff, and bookkeepers can see what arrived, what is blocked, and what is ready next.
Email and upload intakeField receiptsOffice and bookkeeper reviewQuickBooks handoff
Field-friendly intake
Receipts and invoice documents can enter without asking field teams to learn an accounting workflow.
Office-owned exceptions
The office gets a bounded list of missing or uncertain details instead of another thread to chase.
Bookkeeper-ready handoff
Reviewed records move forward with their source evidence and decision context intact.
Controls
A faster process still leaves the accounting decision with your team.
Open the source beside the bill.
The vendor email, PDF, receipt, or statement stays attached to the record, so a reviewer can check the proposed entry without searching another inbox or folder.
See why a bill stopped.
Missing fields, possible duplicates, unmatched receipts, and statement differences are named before the bill reaches QuickBooks.
Approve the entry that will reach QuickBooks.
APStack prepares the bill. Your team checks the vendor, amount, dates, memo, and account before approving the QuickBooks write.
Start with the inbox you already use.
Vendors can keep emailing invoices. Your team can also upload bills, receipts, and statements when email is not the source.
Pilot checklist
Prove the result with one ordinary week of AP.
Start with the documents that already cause retyping, missing answers, and duplicate checks. Keep the pilot small enough that every result can be inspected.
1
Connect the shared inbox or upload folder where invoices already arrive.
2
Send in a mix of bills, receipts, statements, and vendor emails.
3
Check the vendor, invoice number, dates, amount, memo, and proposed account against the source.
4
Resolve missing fields, possible duplicates, receipt matches, and statement differences.
5
Approve the exact record you want APStack to send to QuickBooks.
6
Open the QuickBooks result and confirm that the source and review note came with it.
Common questions
Questions teams ask before connecting an inbox or QuickBooks.
Can contractors use APStack without changing accounting systems?
Yes. APStack sits between invoice email and QuickBooks.
Can field teams send photos or uploaded documents?
Yes. Supported photo, upload, email, and text intake can feed the same review queue used by the office.
Does APStack post field paperwork without review?
No. APStack prepares the record and surfaces exceptions; a person reviews and approves it before QuickBooks changes.
Related AP topics
Related AP jobs
AP automation for office managersAP workflow visibility for office managers who keep operations moving from the inbox.AP automation for bookkeepersCleaner client invoice intake, review, approval, and QuickBooks posting for bookkeepers.Email invoice managementTrack each invoice message, attachment, source, status, and exception before accounting action.QuickBooks AP automationAccounts payable automation built around QuickBooks review and posting.Bookkeeping invoice automationInvoice automation that keeps client context with the bookkeeping workflow.AI bookkeeping assistantAva for bookkeepers who need client AP context, recurring vendor memory, and QuickBooks-ready review.
Put one live invoice through APStack
See what APStack catches before the bill reaches QuickBooks.
Forward an invoice or upload a PDF. Check the vendor, amount, proposed account, duplicate result, and source document before you approve the entry.