Invoicing Software for UK Contractors

Every invoice answers to a certified valuation.

Sales invoices generate straight from certified valuations, applications for payment and milestones, with retention calculated automatically. Every purchase invoice is matched against the PO, the certified valuation and the delivery note before it is approved, then it all syncs to your accounts, coded to the project.

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Trusted by construction companies of every size, worldwide

Billing errors stopped before approval, not found at month end

Construction invoicing software for UK contractors keeps the billing tied to the commercial record. Applications for payment run in the platform, sales invoices generate from certified valuations, variations and milestones, and retention is calculated automatically and tracked per subcontract through to release. On the cost side, three-way matching checks every supplier invoice against the purchase order, the certified valuation and the delivery note before it reaches approval, so nobody pays for work that was not delivered. Everything then syncs to the accounting system finance already runs: Archdesk is a certified Xero partner and integrates with Sage, and every invoice arrives coded to its project and cost heads.

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 valuation and the delivery note before it reaches approval, so the commercial team sees the mismatch before the payment run does.

Billed as certified, line by line

Sales invoices generate straight from certified valuations, applications for payment, variations and milestones, with retention calculated automatically, so what lands on the invoice is what the QS certified.

Chasing starts before the money is late

Payment status and due dates are tracked per project, with cashflow analysis built from the same invoice data, so overdue invoices get chased before the money is late, not discovered after it.

Approvals that keep moving

Custom approval logic routes each invoice to the people who can confirm the work on site, and automated notifications keep it moving instead of letting it sit in an inbox until the payment run.

Finance keeps its own system and stops receiving mysteries

Every invoice syncs to the accounting system finance already runs: Archdesk is a certified Xero partner and integrates with Sage, and each invoice arrives coded to its project and cost heads, so nothing lands in the accounts without the certified record behind it.

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 valuation and the delivery note.

Three-way matching against PO and valuation

Delivery notes reconciled before approval

Subcontractor payments supported

Approval routing follows your own logic

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 valuations, variations and milestones, with retention calculated automatically. What lands on the invoice is what was agreed and delivered.

Invoices built from certified payment applications

Variations and milestones billed as agreed

Retention 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

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

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 valuation 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 valuation 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 retention handled on invoices?

Retention is calculated automatically on every sales invoice. Because invoices generate from certified valuations, variations 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 progress invoicing?

Yes. Invoicing runs on the project record: sales invoices generate from certified payment applications, variations and milestones, progress invoicing runs against the certified value, and approval workflows and payment tracking sit with the same records.

How do payment notices and retention fit into the invoicing cycle?

In UK practice, paying a subcontractor runs on the application and certification cycle: a payment notice sets out what will be paid, a pay less notice any difference, and retention is held and released under the subcontract. Invoices, approvals and payment records live on the same project record in Archdesk, so the paper trail sits with the numbers it belongs to.

Do applications for payment run inside Archdesk?

Yes. Applications for payment run in the platform on the same project records the invoices generate from, and payment certification goes through multi-level approvals. Sales invoices then generate from the certified valuation, so the application, the certificate and the invoice tell one story.

How is retention handled on UK invoices?

Retention is calculated automatically on every sales invoice and tracked per subcontract, so balances and release timing stay visible alongside the invoicing record rather than in a side spreadsheet nobody opens until the defects period ends.

Does Archdesk integrate with Xero and Sage?

Yes. Archdesk is a certified Xero partner and integrates with Sage, so every invoice syncs to the ledger coded to its project and cost heads, and finance keeps the system it already runs without re-keying.

Can cashflow be read straight from the invoicing data?

Yes. Payment status and due dates are tracked per project, in and out, with cashflow analysis built from the same invoice data, so the position on each job and across the whole portfolio reads from live records rather than a month-end export.

Does invoicing support CIS for UK subcontractor payments?

Yes. Subcontractor payments and CIS are supported throughout, with retention calculated automatically and every invoice coded to its project.

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