Invoicing Software for Canadian Contractors

Invoices built from the draw, not from memory.

Sales invoices generate straight from certified progress draws and milestones, with holdback calculated automatically. Every purchase invoice is matched against the PO, the certified progress draw and the delivery note before it is approved, then it all syncs to QuickBooks Online, coded to the project.

Get Started

Trusted by construction companies of every size, worldwide

Billing checked against the draw before anyone approves payment

Construction invoicing software for Canadian contractors keeps billing tied to the draw. Sales invoices generate from certified progress draws, change orders and milestones, and holdback is calculated automatically and tracked per subcontract, so progress billing runs on the same project records the costs post to. On the payables side, three-way matching checks every supplier invoice against the purchase order, the certified progress draw and the delivery note before it reaches approval, so nothing gets paid for work that was not delivered. Everything syncs to QuickBooks Online coded to its project and cost codes, and the ledger stays in step with the job record from the first draw to closeout.

Engineer in front of a high-rise under construction with tower cranes

No paying for work that was not done

Three-way matching checks every supplier invoice against the purchase order, the certified progress draw and the delivery note before it reaches approval, so a mismatch is a query to the supplier, not a discovery at closeout.

Billed as drawn, holdback and all

Sales invoices generate straight from certified progress draws, change orders and milestones, with holdback calculated automatically, so the invoice matches the work the site actually delivered.

Chasing starts before the money is late

Payment status and due dates are tracked per project, in and out, with cashflow analysis built from the same invoice data, so overdue invoices get chased before they age.

Approvals that keep moving

Custom approval logic routes each invoice to the people who can confirm the work, and automated notifications keep approvals moving instead of parking in an inbox.

Finance keeps QuickBooks Online and stops receiving mysteries

Every invoice syncs to QuickBooks Online coded to its project and cost codes, so nothing arrives in the ledger without the record that justifies it, and month-end stops being a reconciliation exercise.

Three engineers reviewing a laptop and tablet together on site

Purchase Invoice Management

Supplier invoices are checked against the records before anyone approves payment. Three-way matching verifies each one against the PO, the progress draw and the delivery note.

Three-way matching against PO and progress draw

Delivery notes reconciled before approval

Subcontractor payments supported

Approval routing follows your own logic

Payment Processing

Every invoice tracked to payment, in and out. Status, due dates and early payment discounts sit per project, with cashflow analysis built from the same data.

Payment status and due dates per project

Early payment discounts tracked

Project statements and cashflow analysis

Open API for connected systems

Financial Integration

Invoices sync to the accounting system finance already runs, coded to the project and cost heads, so month-end stops being a reconciliation exercise.

Sage, Xero, QuickBooks, NetSuite and more

MS Dynamics 365, SAP and Zoho supported

Cost codes mapped to your ledger

Every invoice coded to its project

Sales Invoice Management

Sales invoices generate from certified progress draws, change orders and milestones, with holdback calculated automatically. Billing and invoicing stay on the project record: what lands on the invoice is what was agreed and delivered.

Invoices built from certified payment applications

Variations and milestones billed as agreed

Holdback calculated on every invoice

Credit notes and returns supported

Invoice Automation

The processing runs itself. Templates generate outgoing invoices, OCR reads incoming ones, and approval workflows keep both moving without anyone chasing.

Template-based invoice generation

OCR reads incoming invoices

Batch processing for volume

Notifications keep approvals moving

Frequently Asked Questions: Construction Invoicing

What does construction invoicing software do?

It checks every invoice against the records that justify it before anyone approves payment. Archdesk generates sales invoices from certified applications, variations and milestones, matches purchase invoices against the PO, the progress draw and the delivery note, and syncs everything to your accounting system coded to the project.

What is three-way matching on purchase invoices?

Each supplier invoice is verified against the purchase order, the certified progress draw and the delivery note before it reaches approval, so nobody pays for work or materials that were not delivered. Subcontractor payments are supported in the same process.

Which accounting systems does Archdesk sync invoices to?

Sage, Xero, QuickBooks, NetSuite, MS Dynamics 365, SAP and Zoho, among others, with an open API for connected systems. Cost codes map to your ledger and every invoice arrives coded to its project, so month-end stops being a reconciliation exercise.

How is holdback handled on invoices?

Holdback is calculated automatically on every sales invoice. Because invoices generate from certified progress draws, change orders and milestones, what lands on the invoice is what was agreed and delivered.

Can invoice processing be automated?

Yes. Templates generate outgoing invoices, OCR reads incoming ones, batch processing handles volume, and approval workflows with automated notifications keep both directions moving without anyone chasing.

Does Archdesk handle construction billing?

Yes. Billing and invoicing run on the same project record: sales invoices generate from certified payment applications, variations and milestones, progress billing runs pay-application style against certified value, and approval workflows and payment tracking sit with the same records.

How do holdback and lien waivers fit into the invoicing cycle?

In Canadian practice, paying a subcontractor runs on the progress draw cycle under provincial lien legislation: holdback is retained and released on statutory timelines, often with lien waivers exchanged along the way. Invoices, approvals and payment records live on the same project record in Archdesk, so the paper trail sits with the numbers it belongs to.

How does Archdesk handle builders lien holdback on invoices?

Under Canadian construction contracts, part of each payment is retained as builders lien holdback until release. Archdesk calculates holdback automatically on sales invoices and tracks it per subcontract, so balances and release timing stay visible beside the invoicing record instead of in a side spreadsheet.

Does Archdesk integrate with QuickBooks Online?

Yes. Archdesk integrates with QuickBooks Online, so every invoice syncs to the ledger coded to its project and cost codes, and finance keeps the system it already runs without double entry.

How do progress draws drive the invoicing?

Sales invoices generate from certified progress draws and milestones on the same project records the costs post to, so the drawn position, the billed position and the paid position read together per job and across the portfolio.

Can supplier invoices be checked before payment?

Yes. Three-way matching verifies each supplier invoice against the purchase order, the certified progress draw and the delivery note before it reaches approval, so nobody pays for work or materials that were not delivered.

The purchase orders and progress draws that invoices are matched against come from construction procurement.