Right invoice, right project
Billbrain matches every invoice line to the right project and cost centre, so nothing lands on the wrong project budget. The project manager only sees what relates to their project.
Invoice approval for the construction industry
AI reads every invoice line, matches it against contracts and projects, and routes the right person to approve in seconds. An approval system that understands projects, variations (ÄTA), progress billing (à-conto) and subcontractors.
Used by Byggpartner, TL Bygg and ByggDialog.
Invoice · Swerock AB AI
Reading invoice lines
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Concrete C30/37
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Reinforcement mesh B500B
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Freight and surcharge
3 lines parsed · matched to contract
Anna · reading line 3
Construction-specific
Approval that understands how construction is invoiced
Construction invoices are not like ordinary supplier invoices. Billbrain is built around the contexts that actually decide whether an invoice should be approved.
Variations that hang together
Variations and additional works (ÄTA) are linked to the right order and supporting documents. You see immediately whether an invoice line relates to an approved variation or appears without grounds.
Progress billing without double payment
Progress invoices (à-conto) are reconciled against earlier part-billings and the contract sum, so the accumulated amount invoiced never runs off the rails or gets paid twice.
Control over subcontractors
Invoices from subcontractors are matched against contracts and contracted volume. Deviations in price, quantity and terms are flagged before approval.
How it works
From invoice to approval in four steps
Most of it is already checked by the time the invoice reaches the approver. That is why approval takes seconds.
- 01
The invoice arrives
Supplier invoices are received as PDF, scanned document or e-invoice (XML), directly or via your existing invoice-management and finance system. No major system changes required.
- 02
AI reads every line
Billbrain extracts the invoice at line level: item, quantity, unit price and line amount. Every line is linked to project, supplier and contract, with full traceability back to the source.
- 03
Deviations are flagged
Prices are compared against framework agreements and price lists, quantities against the order. Price, quantity and term deviations are surfaced, so no overbilling slips through unnoticed.
- 04
The right person approves
The invoice is routed to the right approver based on project, amount and approval hierarchy. Most of it is already checked, so approval takes seconds, not days.
Approval flow
You decide who approves what. Billbrain routes the invoice.
Set up the approval flow once, then it runs itself. Every invoice is sent to the right person, in the right order, with the checking already done.
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Rules by project, amount and cost centre
Decide who approves what based on project, amount limit and cost centre. The right invoice reaches the right person, automatically.
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Automate 80%, review 20%
Let invoices that match the contract with no deviations be approved automatically by your rules. Your team spends its time on the exceptions that actually need a look, not the ones that are fine anyway.
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Multiple approvers? No problem.
Build multi-step approval chains. The invoice moves on to the next approver by itself, with no email threads or forgotten approvals.
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Approve in seconds, on mobile
Approve straight from your phone or desktop. Most of it is already checked, so an approval takes a couple of seconds, not days.
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Full traceability all the way
Every approval is logged: who, what and when. A complete, auditable history behind every paid invoice.
Approval flow · Kvarteret Eken Rule
- PROJECT The build
- AMOUNT > SEK 30,000
- APPROVED
Does this check out?
AN PM
Right approver · right project · done
Line-level AI
AI that reads the invoice line by line
Billbrain is not satisfied with the total. Every invoice line is extracted and matched against contract, price list and order, so deviations show up before payment.
- Item, quantity, unit price and line amount are read automatically
- Every line is linked to project, supplier and framework agreement
- Price and quantity deviations are flagged against what was agreed
- Full traceability back to the original line
Line level vs framework agreement Contract
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Concrete C30/37
unit price ok -
Reinforcement mesh
unit price ok -
Freight and surcharge
+SEK 18,200
Suppliers
Ahlsell Beijer Bevego Bank
2 lines cleared · 1 flagged vs contract Ready for payment
The result
Less manual work, more control
Fewer faulty approvals
When every line is already checked against contract and project, the risk of the wrong invoice, wrong project or wrong price slipping through goes down.
Faster flow
Approvers no longer chase documents and reconcile by hand. The pre-checked flow cuts lead time from days to minutes.
Traceable and auditable
Every decision and every match can be traced back to the invoice line and the underlying data source, ready for audit.
Billbrain vs generic approval
Construction approval that understands construction
Generic supplier-invoice systems handle the flow. Billbrain understands the underlying detail.
Feature Billbrain Generic
- Line-level approval with AI
- Understands projects, variations, progress billing and subcontractors
- Matches invoice lines against framework agreements
- Flags price and quantity deviations automatically
- Climate data (Scope 1-3) on the same source
- Accepts PDF, scanned and e-invoice
Impact analysis
Estimate your potential savings
Enter your figures and see roughly how much Billbrain can free up per year, across contract compliance, time and purchasing.
500
20
10
Contract compliance
SEK 800,000
price deviations vs framework agreements
Time saved
SEK 585,000
900 hours per year
Purchase optimisation
SEK 150,000
via cross-project comparisons
Estimated potential savings per year
SEK 1,535,000
Based on 500 invoices per month, 20 MSEK in purchase volume and 10 active projects. Assumptions: 4% price deviations vs framework agreements, 9 min of manual handling per invoice at SEK 650/hour, and SEK 15,000 per project in purchase optimisation.
Book a demo for a precise analysisFrequently asked questions
Invoice approval, short and straight
What is invoice approval for construction companies?
Invoice approval is the process of reviewing and approving supplier invoices before payment. For construction companies it is especially complex, because invoices need to be linked to the right project, variation, progress-billing plan and subcontractor, and reconciled against framework agreements at line level. Billbrain automates that review with AI and routes the invoice to the right approver.
How is Billbrain different from a regular approval system?
Generic supplier-invoice systems handle approval flows, but rarely understand construction-specific context or read the invoice at line level. Billbrain reads every invoice line, matches it against project, contract and order, and flags price and quantity deviations before approval. It is approval built for the construction industry, not a generic tool.
Do we need to switch finance systems?
No. Billbrain is designed to work alongside your existing finance and invoice-management systems. Invoices can be uploaded directly or integrated into your existing workflows, and Billbrain integrates with Fortnox and Visma among others.
Which invoice formats work?
Billbrain handles supplier invoices regardless of format: PDF, scanned documents and e-invoices (XML). All data is extracted at line level and made immediately usable, with full traceability back to the original line.
How quickly can we get started?
Most teams get started within a few days. Billbrain works with your existing invoices, so no major system changes are required. Many begin with a pilot study where we analyse a past project to show the potential in your invoice data.
Is our data secure?
Yes. Billbrain is built with security and compliance at its core. Data is encrypted, stored within the EU and handled in accordance with GDPR. Your company always retains ownership of its data.
See Billbrain on your own invoice data
Book a demo and we will show you what the approval flow looks like for your construction company, with real invoices from a past project.