Use Case · Construction
Construction accounting is project accounting at its most demanding. Every job has its own budget, its own subcontractors, its own draws, its own change orders. BeanStack models projects, agreements, vendor invoices, and payments as connected records — so the books reflect the work, not a flat ledger.
A GC running 15 active projects needs project-level financial tracking, not just a column on every transaction. Most accounting software treats project as a column you fill in manually. BeanStack treats it as a structured record, connected to the subcontracts it governs and the invoices flowing into it.
Subcontractor invoices arrive through uploads, get extracted by document AI, and flow into the inbox for approval. Once approved, posting rules generate the journal entries automatically. The PM approves within the threshold; anything above flows to an owner. Every record is linked to the project it belongs to — no more "which job was that invoice for?"
Create a project with contract value and timeline. Custom fields like cost codes and draw schedules configurable on the record.
Upload signed subcontracts and change orders. Document AI extracts key terms and creates agreement records linked to the project.
Subcontractor invoices come in through the upload flow, get classified and extracted, and appear in the inbox as reviews or approvals.
Invoices above a threshold route to the project manager, above another to an owner. Rules evaluate against invoice fields at request time.
Connect bank feeds directly or upload statements. Operating accounts reconcile continuously.
Statements filterable by reporting entity or project — no manual assembly.
| Manual grind | With BeanStack |
|---|---|
| Keying subcontractor invoices into accounting software | Document AI extracts project, line items, and amounts |
| Routing vendor invoice approvals by project and amount | Approval rules evaluate fields on the invoice record |
| Chasing down which subcontract covers which invoice | Records connected to the project and agreement they relate to |
| Tracking change orders in a separate spreadsheet | Change orders as agreement records linked to the parent contract |
| Producing per-project financial views | Statements filterable by reporting entity or project |
Route AP by project and threshold. Link every invoice to its subcontract. Close the books while the job runs.
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