Invoice Verification and Approval With Task Tracking
Verification and approval processes for invoices, supplementary agreements and timesheets can be mapped out in a structured manner within the project workspace. For example, the site management team can forward approved documents directly to the construction project manager for approval and ensure transparent traceability of the subsequent approval step by the client. Responsibilities, deadlines and processing statuses remain traceable for all authorised parties at all times. This provides an overview of statuses, deadlines and responsibilities.
Poolar.Project
Systematic Digital Invoice Approval: Clarity. Traceability. Transparency.
End-to-End Traceability
Automated
Testing Processes
Reach Your Goal More
Easily
Ideal for Construction Project Managers and Clients: Keep an Eye on the Status at All Times
Dashboard Integration
Active Task Management With Minimal Coordination Effort:
In the dashboard, authorised project members can see at a glance which invoices are pending review or approval – including deadlines and the people responsible.
Thanks to automatic task assignment, there is no need for manual reminders by email or telephone. Even older tasks remain visible until they have been completed.
Less Searching,
More Reliability.
Clarity and Efficiency in Processing Invoices, Supplementary Invoices and Timesheets
Submit and Assign
The Invoices function handles the correct allocation, thereby significantly reducing the workload for both the invoicing staff and project members:
Submit Invoices Directly in the Project Workspace
Invoicing companies can upload their invoices, supplementary invoices or timesheets themselves directly to the project workspace – without having to go via email or manual file management.
Contract Reference Data Always to Hand
Manually entering relevant key data – such as the contract value, discounts or payment terms – and filing the contract documents for the respective contract units form the basis for more efficient verification processes and better traceability.
Check and Approve
Every invoice goes through a predefined workflow – including responsibilities and a status overview:
Verification Processes Start Automatically – With No Need for Follow-Up
The upload triggers the predefined verification process: the relevant verifiers receive a task in the dashboard and an email notification. The verification process follows defined steps and deadlines.
Clear Roles and Processes
Whether you’re an architect or a construction project manager – each role has its own specific review stage. Even multi-stage approval processes can be easily mapped out.
Real-Time Status Overview
From receipt through to approval or payment: those involved in each process can see the current status of a document – including planned and actual dates and amounts. There is no need for manual traceability.
Track and Document
The project members – first and foremost the site management, construction project managers and clients, but also the project leadership – maintain a clear overview of the status, costs and responsibilities at all times:
Processing Steps Recorded in an Audit‑Proof Manner
Every action is documented in the system with a timestamp, status and the company involved. This creates a complete audit trail that remains traceable even at a later date.
Transparency for Clients and Tax Authorities
In the project workspace and on the personal dashboard, it is clear at all times which invoice is at what stage in the approval process. All parties involved work with the same, up-to-date data.
A Solid Foundation for Budget Control and Reporting
The structured allocation of all invoices to the contracting unit and to the contract details makes any discrepancies apparent at an early stage – ideal for reporting, cost control and optimised project management.
Structured Working
A free-text search and advanced search filters make searching and finding documents easier. With just a few clicks, you can find, sort or filter specific documents by status – giving you full control, even with large volumes of data.
All invoices, addenda and hourly wage statements are clearly organised in the project workspace by contract unit, trade group, date, processing status or invoice type. This also helps to keep things tidy and remains easy to use via the familiar file tree.
FAQs
Brief Answers to Key Questions About the Invoices Feature in Poolar.Project
An invoice workflow is the structured process by which invoices, supplementary invoices and timesheets are submitted, checked, forwarded, approved and documented. In construction projects, this helps to keep track of responsibilities, deadlines and processing statuses in a structured manner. Instead of scattered coordination via email, a clearly defined process is established within the project context.
The Invoices function allows you to process standard invoices as well as supplementary invoices and hourly pay statements. This brings together various documents relevant to checking and approval processes within a single, standardised workflow. This simplifies processing, particularly when many tasks are running concurrently.
This function is particularly relevant for clients, construction project managers and site managers who need to manage processes that require approval or verification. It supports anyone who wishes to reliably track statuses, deadlines, responsibilities and verification results. This is particularly helpful in projects with numerous contract units and a large number of stakeholders.
A digital invoice workflow brings together submission, verification, feedback and documentation in one central location. Information no longer needs to be pieced together from email threads, attachments and individual responses. This reduces the effort involved in coordination, creates greater transparency and facilitates the structured processing of ongoing tasks.
The Invoices function displays processing statuses, review stages and responsibilities directly within the project workspace. Status changes, timestamps and review results remain traceable for authorised parties. This makes it possible to see, even at a later date, how a process was handled and what stage it is currently at.
Yes, depending on the level of implementation, additional costs, charge-backs and other contract-related transactions can also be documented. This may include, for example, project-related correspondence which needs to be clearly assigned and filed in a traceable manner within a commercial or contractual context. This broadens the scope beyond mere invoice verification.