Direct Cost invoices
A standalone project expense needs the correct project, vendor, cost code, cost type, and line-level amounts. Denize prepares those values for review before creating the Direct Cost.
Practical guide
How to automate invoice processing in Procore
A useful Procore AP workflow removes repetitive invoice entry while keeping project selection, coding, allocations, and final submission under human control.
Published · Reviewed
What does Procore invoice automation mean?
Procore invoice automation is the use of software to capture vendor invoice data, connect it to the correct Procore records, prepare accounting details, and reduce manual entry before a person reviews and submits the result. The safest workflow automates preparation, and keeps one human review before anything reaches Procore.
Who is Denize best for?
Denize is designed for construction AP teams that already use Procore and want less invoice retyping without giving up human review. It is a fit when invoices become Direct Costs or commitment invoices and a responsible user verifies the project, vendor, coding, allocations, and totals before submission. It is not a standalone ERP, payment platform, or autonomous invoice approver.
Which invoice workflow are you automating?
Start with where the bill is now and whether it belongs to a purchase order or subcontract. Reading a PDF, preparing its accounting entry and checking an existing pay app are different jobs.
Compared onWhat the team needs to doWhere Denize fits
A supplier invoice with no commitmentCreate an Invoice record in Direct Costs, with project, vendor and line-level accounting codes.Denize for Procore extracts the invoice and suggests a cost code and cost type for each line.
A bill against an existing PO or subcontractPrepare a commitment invoice and allocate the current billing to the correct SOV rows.Denize for Procore finds the commitment and suggests editable SOV allocations.
A pay app the subcontractor already enteredCompare the existing Procore record with the attached document before approval.Invoice Check compares the document with the entered fields and reports differences or uncertainty.
If the bill is already in Procore, resolve or review that record before creating another. For the record-type distinction, see Direct Cost vs commitment invoice.
Five steps from invoice receipt to a reviewed Procore invoice
The quality of the result depends on both extraction and correct Procore context. Skipping either one moves work downstream instead of removing it.
Capture the source invoice
Start with the original PDF, JPEG, or PNG invoice. Keep it available during review so the accounting entry can be checked against the source instead of trusted from extracted data alone.
Extract the invoice details
Use AI-assisted extraction to prepare fields such as the invoice number, dates, totals, and line descriptions. Treat the result as a suggestion that still needs review.
Match the Procore context
Identify the correct company, project, vendor, and—when applicable—commitment. A plausible name is not enough when the underlying Procore record is ambiguous.
Prepare coding and allocations
Suggest cost codes and cost types for Direct Costs or prepare Schedule of Values allocations for commitment invoices. Reconcile the amounts before submission.
Review and submit
Compare the prepared values with the source invoice and correct anything that is wrong. Choose the destination status before submitting: Approved by default, or another supported status appropriate to your configured Procore process. Denize reads the created record back to check the submitted values and status.
Direct Costs and commitment invoices need different preparation
Commitment invoices
An invoice against a purchase order or subcontract must be tied to the right commitment and allocated across its Schedule of Values. Denize prepares suggested SOV allocations for review.
What about invoices subcontractors submit themselves?
When subcontractors bill directly in Procore Invoicing, nobody on the AP team retypes those invoices, but someone still has to check that the values entered in Procore match the attached pay application: invoice number, billing period, SOV amounts and totals.
What should stay under human review
Invoice processing affects project costs and payment workflows. Responsible automation should make the evidence easier to review, not hide it.
- The exact Procore company, project, vendor, and commitment.
- Invoice number, dates, subtotal, tax, retainage, and payable total.
- Every cost-code, cost-type, and SOV allocation suggestion.
- Whether the invoice is a Direct Cost or commitment invoice.
- The final decision to submit the reviewed entry to Procore.
Start with a controlled AP pilot
- Choose a representative set of Direct Cost and commitment invoices, including multi-page bills, tax, retainage and an ambiguous project or vendor match.
- Confirm the Procore administrator and user permissions required for those projects.
- Define who reviews coding, who may submit and the status each invoice type should reach.
- Measure the complete task: receipt, review, corrections and confirmed submission. Compare it with the same kind of invoice entered by hand.
- Count coding corrections, unresolved matches and failed submissions as well as minutes saved. A fast extraction is not a completed invoice.
- Check the source, prepared values, attachment and resulting Procore record during the pilot. Document exceptions before expanding to more vendors or projects.
What should happen when an invoice cannot be submitted?
Keep the source and the exception visible. Missing project access, an unavailable vendor, an unready commitment or an unexplained total needs resolution before another attempt. A plausible accounting entry is not enough if it does not match the invoice and the intended Procore records.
- For extraction or coding uncertainty, correct the prepared fields against the complete source document.
- For missing Procore records or permissions, resolve the setup with the responsible administrator.
- For a rejected or uncertain submission, check Denize’s submission history and the intended Procore record before submitting the bill again.
Denize does not create missing purchase orders or subcontracts, and it does not make payments. See what Procore already provides and where an invoice-entry tool fits before deciding which part of the process to change.
Understand the Procore records behind the workflow
These Procore resources define the records and authentication model referenced in this guide.
Follow the workflow for your invoice
Turn the next vendor invoice into a reviewed Procore invoice.
Bring a few real invoices from your Procore jobs. We’ll walk through what Denize would prepare for each one.