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How to Process Invoices in SubBase (Invoice 4.0)

Review, reconcile, cost code, and route invoices that are ready for approval in SubBase.

Written by Andrew Rapinchuk
Updated over 3 months ago

This article explains how to process invoices in SubBase once they appear in To Review, including reconciliation against orders, applying cost codes, and routing invoices through your approval workflow.

Overview

Invoice 4.0 in SubBase supports the full invoice lifecycle, including:

• AI-powered invoice extraction
• Order and material reconciliation
• Cost coding for budget tracking
• Approval and posting workflows
• ERP and accounting system sync

Who Can Do This

The following roles can process invoices, depending on company permissions:

  • Admin
    Purchaser
    User (if invoice permissions are enabled)

If you do not see invoices assigned to you, check your role permissions or project invoice assignee settings.

Before You Start

Before processing an invoice, confirm the following:

  • The invoice appears in the Invoices tab

  • You are assigned as the reviewer, or the project defaults route invoices to you

Steps to Process an Invoice

Invoice appears in the To Review sub-tab and is ready for processing.

Step 1: Open the Invoice

From Invoices → To Review:

  • Select either the Unreviewed or To Review status filter

  • Click the invoice you want to process

  • The invoice opens with extracted data and the invoice PDF visible

Invoices in this view are ready for review and reconciliation.

Step 2: Review AI-Extracted Data

SubBase automatically extracts invoice details using AI.

Verify the following fields for accuracy:

  • Invoice name

  • Vendor

  • Project

  • Invoice number

  • Invoice date

  • Invoice due date

  • Line items and descriptions

  • Extended costs, tax, other charges, and total

If anything is incorrect:

  • Edit the extracted fields directly, or

  • Flag the invoice for correction before continuing

Step 3: Verify or Link the Order

If the invoice is associated with a purchase order, you will see the attached PO in the top right corner. Hover over it to view the details, or click the order name to open the PO.

If no order is linked:

  • Click Add Order to associate an existing PO, or

  • Quick-create an order if your role allows it

Linking an order ensures accurate reconciliation and accounting alignment.

Step 4: Reconcile Line Items

SubBase attempts to auto-reconcile invoice lines against the PO.

Invoice lines are grouped into:

  • Matches – Fully reconciled, no action required

  • Partial Matches – Review discrepancies such as unit of measure or pricing

  • No Matches – Manually reconcile by matching order lines to invoice lines

Hover over each symbol to see the reason for a match, partial match, or no match. The system highlights discrepancies between the invoice and the order.

To manually reconcile items:

  • Select the list icon above the invoice PDF to view order items

  • Check the box next to an order item and match it to the corresponding invoice line

  • Expand an invoice line to confirm which order items it is paired with

Step 5: Group or Ungroup Line Items (Optional)

For complex invoices, you may group invoice lines to simplify reconciliation.

Use grouping when:

  • Multiple materials should share a single cost code

  • Invoices include bundled charges such as concrete pours

Grouped items:

  • Share cost codes

  • Roll up totals together

Step 6: Apply Cost Codes

Each invoice line or group must have a cost code applied.

You can:

  • Apply cost codes to individual lines

  • Select multiple lines and apply cost codes in bulk

  • Apply cost codes to grouped line items

Cost codes are usually required for budget tracking and ERP sync.

Step 7: Route the Invoice to the Next Workflow Step

Once reconciliation and cost coding are complete:

  • Select the next workflow status or reviewer

  • Optionally assign a specific user in the Assignee field if needed for further review

  • Click Update Invoice

The invoice advances to the next configured status.

End State

When all steps are completed successfully:

  • The invoice is fully reconciled and cost coded

  • Approval routing is complete

  • The invoice is ready for posting or ERP sync based on your workflow

Troubleshooting

I can’t find an invoice

  • Confirm you are in the correct project view

  • Check both Unreviewed and To Review status filters

  • Verify you are the assigned reviewer

The invoice didn’t auto-match to a PO

  • Confirm a related order exists
    Search for an existing order and link it to the invoice
    Quick-create an order if the PO did not originate in SubBase

  • Search for an Order

  • or Quick create a PO if the PO didn't originate in SubBase

Invoice did not sync to ERP

  • If an invoice fails to sync:

    • Confirm vendor, project, cost codes, and totals are complete

    • Go to User Profile Menu → Integrations

    • Verify vendor, project, and cost code mappings

  • Invoices mapped to incorrect vendors or projects will not sync.

FAQs

Does every invoice require a purchase order?

No. SubBase supports one-way, two-way, and three-way matching depending on your company workflow configuration.

Contact Support

​
If you experience issues with invoice extraction:

• Use the three-dot menu in the top right of the invoice
• Report the issue to notify the Human-in-the-Loop review team
​
If you experience an error message:

• Capture a screenshot or copy the error message
• Contact support so the issue can be reviewed

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